Village of Edgerton Council Meeting Minutes
August 3, 2020 at 7:00 PM
- Mayor Day called the meeting to order at 7:00PM with the Pledge of Allegiance
- Y – Yes, N – No, A – Abstain, Abs – Absent
- Roll Call:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y |
|
Karnes, Tom |
Y |
6 Members Present
Other Village Representatives Present:
- Charles Butler – Solicitor
- Denise Knecht – Fiscal Officer
- Zachary Dohner – Village Administrator
- Amanda Herman – Administrative Assistant
Media Present:
- Cindy Thiel, The Edgerton Earth
- Jeremy Scott, The Village Reporter
- Lucas Bechtol, The Bryan Times
Public Present:
- John VanAusdale
- Motion to Approve Meeting Minutes from 07.20.20:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y MOTION |
|
Gruver, Jason |
Y 2ND |
|
Karnes, Tom |
Y |
Motion passes 6-0
DISCUSSION: Tax Revenue Budget – This is the 2nd reading of the Resolution for the amounts and rates determined by the budget commissions and authorizing the necessary tax levies and certifying them to the County Auditor. Due to a number sequencing issue, the 1st reading given at the last council meeting on 7.20.20 was actually the 2nd reading so this Resolution is capable of having the rules suspended tonight and to pass and adopt giving us ample time to get to the Auditor’s office. (This would be the 3rd reading, one with incorrect Resolution number, all verbiage the same) The Resolution must be documented and turned in to County Auditor’s Office by 10/1/2020.
VILLAGE OF EDGERTON RESOLUTION NO. 2020-009
A RESOLUTION ACCEPTING THE AMOUNTS AND RATES AS DETERMINED BY THE BUDGET COMMISSION AND AUTHORIZING THE NECESSARY TAX LEVIES AND CERTIFYING THEM TO THE COUNTY AUDITOR
- Motion to waive the three reading rule for Resolution No. 2020-009:
|
Muehlfeld, Roger |
Y 2nd |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y MOTION |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y |
|
Karnes, Tom |
Y |
Motion passes 6-0
- Motion to pass and adopt Resolution No. 2020-009:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y MOTION |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y 2nd |
|
Karnes, Tom |
Y |
Motion passes 6-0
Discussion: Zach sent an email to Council members explaining Representative Davidson’s intention that would support CARES Act funding being used as revenue replacement. Councilman Gruver asked if there had been any more definitive uses for the CARES funding. Dohner stated the Question and Answer list continues to grow but still contains vague, limited information.
VILLAGE OF EDGERTON RESOLUTION NO. 2020-010
A RESOLUTION SUPPORTING THE DAVIDSON FLEXIBILITY FOR STATES AND LOCALITIES ACT AND DECLARING AN EMERGENCY
- Motion to suspend the three reading rule on Resolution No 2020-010:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y MOTION |
|
Karnes, Tom |
Y 2nd |
Motion passes 6-0
- Motion to pass and adopt Resolution No 2020-010 as an emergency:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y 2nd |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y |
|
Karnes, Tom |
Y MOTION |
Motion passes 6-0
VILLAGE OF EDGERTON ORDINANCE NO. 1055
AN ORDINANCE PROVIDING FOR A SUPPLEMENT TO THE 2020 ANNUAL APPROPRIATIONS
Discussion: This Ordinance is needed to accommodate the Coronavirus Relief Funding that was provided and must be appropriated in to the 2020 budget. Once passed, it will be submitted to the County Auditor. Emergency language is not necessary since this legislation involves the current year budget appropriations.
- Motion to pass and adopt Ordinance No. 1055:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y MOTION |
|
Karnes, Tom |
Y 2nd |
Motion passes 6-0
Leslie VanAusdale asked if there is a total amount that has been spent on Coronavirus related supplies. Denise Knecht didn’t have a dollar amount in front of her but guessed it was around $500-$600.
Administrator Update by Zach Dohner:
- Storm tile located behind St. Mary’s School is complete.
- SCADA for the Sewer system is moving towards completion; 2 on site meetings have been held; current radio system can be used which is a plus
- East/West Hull St punch list items will be addressed by Bryan Excavating this week
- Edgerton Metals demolition has been followed intently to ensure compliance with EPA and ODNR
- TH3 debt structure is being looked into; been in discussion with company previous administrator worked with and communicated with Charles Butler, there will be an e-mail circulated to Council members soon.
Councilman Karnes asked Dohner if there was an office remodel quote available yet. Dohner responded that 2 quotes have been gathered, each with similar services provided that would be beneficial by limiting contact with the direct public that would assist in reducing the spread of COVID. Construction will involve installing 2 pass through windows as well as moving the desk counter forward and installing a ledge on the outside of the office. One quote came in at $3,000 while the other was closer to $4,000. Looking at the inclusive items and the lower cost, the $3,000 quote was favored. A suggestion was made to request a quote that would not exceed a higher dollar amount in the event extra items/labor is required. It was agreed upon that this is a necessary precaution to ensure safety from the Coronavirus. A motion was made.
- Motion to apply CARES ACT funding for a project to reconfigure reception area/office in effort to limit employee exposure to the public in response to the Coronavirus pandemic:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y MOTION |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y 2ND |
|
Gruver, Jason |
Y |
|
Karnes, Tom |
Y |
Motion passes 6-0
LMI STUDY– Dohner’s last update item referenced a LMI (Low to moderate income) Study. LMI Studies are critical when applying for grant money, and it is imperative for the community to help by providing the requested amount of information. The cost of going forward with this study is significantly higher at $3,500 with Poggemeyer Design Group, while MVPO was a mere $250-$500. Dohner will forward MVPO email to Council members. Gruver reiterated that it is important that all residents participate.
Fiscal Officer Update by Denise Knecht:
- July 2020 Financials; notice decrease in Income Tax from pay outs to Bryan Excavating
- Received $50,000 from County Auditor for permissive tax that was applied for in 2019 to assist in payment for East Hull St Improvement project.
- Getting close to knowing final numbers for Hull St Projects; 2% being held until punch list items are complete; funds from OPWC grant almost entirely used
Council Discussion:
Mayor Day:
POLICE OFFICER– Mayor Day presented a letter to Council recommending Jacob Ferrebee as a new part-time police officer. Council will need to go in to executive session to discuss the hire as well as compensation. Day also stated there is another part-time officer that will be taking the test in the next couple days, and would like to look at an additional person for the weekend shift that will also be able to cover full time officers when necessary.
PLAYGROUNDS– A local church and a local service group would like to assist financially and physically to get the playground areas in the Village cleaned up and in good playing order. Day feels there is a vein in this community that can be tapped for help and the Village might be surprised how willing people are to help.
COMMUNITY WORK DAY– In addition to putting time and effort in to the playgrounds… The Mayor has been pleasantly surprised by the willingness to work that has been put forth by the Village residents. Bob was able to obtain 2 of the old basketball hoops from the old Middle School and would like to get those put up where needed. Bob also mentioned Council getting together to mulch trees in the downtown park area. Mayor Day has been in contact with Stan Tipton from Bryan and has a meeting set up with Stan next week to discuss putting in a disc golf area at Miller Park at no cost to the Village.
FIRE HYDRANTS– Day has noticed there are multiple fire hydrants around the Village that need some attention and believes a contest may attract volunteers. Big C has committed to donate up to 16 gallons of paint. The Mayor will check with Chief Blue from the Fire Department to gather his thoughts.
LARGE SEMI LOADS– ODOT is on board to make the parking area for the semi’s carrying the large windmills through town safer for both drivers and those passing by. A 30 foot setback is recommended for parking near the street. The street department has been working to fill in pot holes to allow drivers to pull straight in and out. Donation boxes have also been removed or relocated to accommodate more space. Day would like to find another area for semi truck parking in town.
LANDLORDS– Bob has been in communication with 4-5 members of the community that would like to meet to discuss the Ordinances that hold property owners responsible for unpaid utility bills of their renters. There has been some discretion over who should take care of the delinquent bill and Mayor Day would like to get something worked out between the two entities that would satisfy all involved. Increasing deposits, and decreasing the 20% penalty were also topics of discussion Bob mentioned. Denise Knecht contributed that the penalty has been 20% since she started and was put in place to deter residents from paying late. For the most part, it’s the same group of people that are paying late every month. Chuck Wallace added that the late fee as it stands hasn’t discouraged that small group of residents that have paid late for years. Knecht explained that between penalties and tags, the Village collects around $3,000.00 monthly. Due to the current Covid situation, all late fee collections have ceased which has reduced Village revenue. No other Council members had a comment. Mayor Day would like to hold a Special Meeting among Council members and landlords in the Village next Monday.
POLICY UPDATE MEETING– Leslie VanAusdale informed Council she had met with employees to discuss the updates to the Village of Edgerton Personnel and Policy Manual and felt that the meeting went well. There were a couple areas of concern that she brought to Council’s attention. She reported that some employees felt as though having to take hazard or calamity days while using earned benefits (sick, vacation, or personal time) was a harsh amendment. The second concern involved reinstituting comp time with strict limitations. After looking in to the issues that were brought to VanAusdale’s attention she found that it would be difficult to do this based on having hourly employees that work an 80 hour pay period.
MILLER PARK DOORS– Roger Muehlfeld asked if the doors on the Miller Park Shelter house had been considered being replaced because they are in pretty rough shape. Mayor Day said for now the doors are going to be painted and reevaluated down the road.
HULL ST SEEDING- Muehlfeld inquired about the seeding situation on Hull St. The weeds are excessive and need to be trimmed. Dohner has been informed by Tom Lingvai at Bryan Excavating that the weeds would be taken care of and grass would possibly be reseeded in areas that did not grow grass due to the harsh weather conditions.
TOWN HALL DEBT– Jason Gruver mentioned that he would like to hold a Finance Committee Meeting after more information was obtained about the Town Hall Debt structure. Dohner said he would be sending an email out soon to all Council members regarding the information that he has gathered.
PARCEL SPLIT– Tom Karnes wanted to know if there was any new information about the parcel split for Jason Dietsch. Mr Butler said he spoke with Mr Dietsch and has been communicating with the Mayor and Administrator.
DOWNTOWN PARK– Councilman Wallace told Council the pavilion next to the Fire Department needs work. Some of the wood is rotting and brackets are rusted. Wallace feels most of the work could be fixed in house, no need to hire a contractor. He also feels some benches on the bandstand would be a great idea and would allow residents somewhere to sit and hang out, especially during Fall Fest. Moles throughout the park are also a major issue that needs to be addressed. If a good product is applied regularly it will be easy to control the mole problem. Wallace stated his opinion that the park is one of the first things that people see when entering the Village and it should look attractive and inviting.
CHAIN OF COMMAND– Wallace asked Dohner and Day if there was a chain of command if they happen to be unavailable. He previously attempted to contact Dohner and he was unavailable and wasn’t sure who to get in contact with if an issue came up. Denise Knecht responded to Chuck that he can always call central after hours and they would dispatch to whoever is on duty according to the issue in question. Dohner informed Chuck that he would resend the Chain of Command to Mr Wallace. Mayor Day added that he has an advantage by being a business owner in the Village because he is usually available for communication.
MILLER PARK DUMPSTER AREA– Wallace mentioned the area where the dumpsters are located by the Shelter house needing to be taken care of. The wood fencing is falling over. Wallace suggested a solid white fence that would spruce up the area. The dumpsters behind the Town Hall and the Fire Hall could also be looked at enclosing with a nice white fence.
- Motion to pay bills 08.03.20:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y MOTION |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y 2nd |
|
Karnes, Tom |
Y |
Motion passes 6-0
- Motion to enter into executive session for the wage & compensation of a public employee at 8:19 PM :
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y MOTION |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y 2nd |
|
Gruver, Jason |
Y |
|
Karnes, Tom |
Y |
Motion passes 6-0
- Motion to exit executive session at 8:27 PM:
|
Muehlfeld, Roger |
Y 2nd |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y MOTION |
|
Karnes, Tom |
Y |
Motion passes 6-0
Action Taken.
- Motion to hire Jacob M Ferrebee as a part-time police officer effective August 3, 2020 at an hourly rate of $16.00:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y MOTION |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y 2nd |
|
Karnes, Tom |
Y |
Motion passes 6-0
- Motion to adjourn at 8:29 PM:
|
Muehlfeld, Roger |
Y 2nd |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y MOTION |
|
Gruver, Jason |
Y |
|
Karnes, Tom |
Y |
Motion passes 6-0