Village of Edgerton Council Meeting Minutes
Tuesday, December 07, 2021 at 6:00 PM
Mayor Day called the meeting to order at 6:00PM with the Pledge of Allegiance and Prayer.
Y – Yes, N – No, A – Abstain, Abs – Absent
- Roll Call:
| Muehlfeld, Roger | Y |
| VanAusdale, Leslie | Y |
| Thiel, Dean | Absent |
| Wallace, Chuck | Absent |
| Gruver, Jason | Y |
| Karnes, Tom | Y |
4 Members Present
Other Village Representatives Present:
- Chris Walker – Law Director, Denise Knecht – Fiscal Officer, Dawn Fitzcharles – Village Administrator, Scott Blue – Fire Chief, Troy Nihart – Electric Superintendent, Kip Pahl– Public Works Superintendent
Media Present:
- Lucas Bechtol- Bryan Times
Councilman Dean Thiel entered @ 6:21pm
Councilman Chuck Wallace entered @ 6:49pm
2022 Capital Budget discussion with Department Heads:
6:00pm-6:17pm Scott Blue, Fire Chief
- purposely kept 2020 and 2021 capital budget tight in preparation for the purchase of SCBA’s and a fire truck in future capital forecast
- gave an update on the 2021 capital purchases including the MARC’s radio grant
- actively working on AFG grant for 2022 SCBA’s including new SCBA’s, spare bottles, new breathing air compressor and fill station at the fire hall
- new fire reporting system through FEMA with no cost; in the process of training on the system
- 2022 Capital items; 4 sets of turnout gear; replace line combination tools; plan to use proceeds from 2021 auction items $4,786 toward purchase of tools and contribution from Firefighters Fund; SCBA’s grant applying for $150,000 with a $50,000 estimated match; portable radio/pager upgrades $10,000
Village Administrator Fitzcharles congratulated and thanked Chief Blue for his 49 years of service to the Fire Dept.
6:17pm-6:30 Troy Nihart, Electric Superintendent
Electric Capital
- Electric rates are designed to recover over $150,000 annually to be designated for capital improvements; in 2021 capital expense was under that mark and in 2022 it is estimated to be over;
- 2022 Capital items; SCADA and fiber along with replace relays at substation $100,000; VA is working with Metalink to establish a fiber agreement; electric meters $5,500; Truck F- 250 $40,000; Concrete floor cold storage $40,000; Riverbend Underground Project $20,000;
6:30pm-7:00pm Kip Pahl, Public Works Superintendent
Park Capital
- Submitting a grant for shelter house through State Line Capital Budget with match amount of $15,000; Miller Park concession stands bathroom grant match $25,000; rotating mower maintenance plan $5,000; Miller Park walking trail phase 1grant match $50,000; Playground/park recreational upgrades $25,000;
General Fund Capital
- In 2021 we had the gym floor resurfaced and new lighting installed along with currently refurbishing and painting of the interior walls, yet to be completed in December; budgeted $16,000 to continue upgrades to gym in 2022; Town Hall upgrades $50,000 to begin exterior work on building; Oak Street Sidewalk grant match $60,000, we received match from County Commissioners; Safe Routes to Schools Project sidewalk grant match $25,000 in 2022 to be completed over multiple years;
Street Capital
- Replace 2008 F550 plow truck $25,000 from street capital and $35,075 from Permanent Improvement fund from sale of street equipment at auction in 2021 with proceeds of $11,960; Safety/Street signs $5,000; Building and Equipment upgrades $10,000;
Income Tax Capital
- Police Capital is the same as presented last month with no change; Water Meters $6,000; Street Paving patching, chip/seal and miscellaneous projects $65,000; the cost for Fiber infrastructure is yet to be determined for each location and will require a supplement to the budget;
Issue One Capital
- Laubach Drive has been reappropriated to year 2022 at $142,000.00 as this project has been carried over; already applied for OPWC grant for the Railroad Street resurfacing project in 2023;
American Rescue Plan Capital
- combining the ARPA funds received in 2021 and the funds anticipated to be received in 2022 totaling $271,602 for the Water Tower Rehabilitation Project #2; this project fits the criteria guidelines for expenditures and impacts our whole community;
ODOT/Safe Routes to School Capital
- fund created for ODOT safety grant $150,000 for St Rt 49 & River St intersection: $400,000 in 2023 for Safe Routes to School Project grant;
Water Capital
- 2022 Capital -Water Tower Project anticipated cost over $1 million with a match of $50,000; Water Tower Rehabilitation Project #2 grant $569,00, loan estimated amount of $271,602 (interest free or low interest);
- Other capital items for 2022 include water valve replacement $8,500; Fire hydrant Replacements $10,000; Water office building upgrades $5,000; upgrades to water storage buildings $5,000; Well upgrades $8,000;
Sewer Capital
- Bugs Lagoons $8,000; Main Lift Station pump $25,000 -disposable wipes are a major concern with our 9 lift stations in town; continue to educate the public;
Storm Sewer Capital
- Catch Basin and Storm Main repair $10,500; Storm Main/Tile Repair Projects $10,000; low capital expenditures for 2022 to allow the fund to rebound after a few years of large expenses;
- Motion to Approve Meeting Minutes from 11.16.21:
| Muehlfeld, Roger | Y 2nd |
| VanAusdale, Leslie | Y Motion |
| Thiel, Dean | Abstain |
| Wallace, Chuck | Y |
| Gruver, Jason | Y |
| Karnes, Tom | Y |
5-0 Motion PASSES
Administrator Update by Dawn Fitzcharles:
Williams County Covid Task Force
- Weekly participation in phone call conferences with the Williams Co Health Department, CEO of Bryan Hospital, CEO of Parkview Physicians Group, Williams County EMS, and some area physicians. Our health care system is extremely taxed with the increased Covid cases. We are taking precautions here in the village.
- The provision for this group (Council) to meet virtually to conduct business has expired. In order for business to be conducted by this body we must meet in person with a majority of Council. VA requested this be taken into consideration with the amount of discussion we’ve already had regarding the budget. Fitzcharles would like to ask Council to pass the budget this evening because we do not want to get into a position where we do not have a quorum to conduct necessary business.
- Auction was successful with 97 registered bidders through United Edge
- In anticipation of snow and ice season we’ve received a delivery of salt to compete our 100-ton contract
- With next week’s warmer temperatures leaf pick up will end on 12/17/21 until Spring when pick up will be completed
- Ohio Dept of Transportation State Office did an interview about our working relationship and Salt Agreement with Williams Co Garage; to go live Friday; information will be shared to spread the word about entities working together to save taxpayer money;
- Looking for ideas for local events sponsored by Chamber; next Chamber meeting is Dec 14th
Lexipol Discussion: Chief Plotts was unable to join us tonight. He would like to have Council’s approval to enter an agreement with Lexipol, an entity that provides policy and procedure updates and offers training to law enforcement. Included we’ll receive automatic updates on new legislation for changes and laws that are taking effect. They also make the recommended changes to our policy to keep us current. Changes are sent by email and need to be acknowledged. This provides a paper trail of the acknowledgement and all training on the policies. If we can execute the contract by 12/10/21 it will allow nearly $600 in cost savings. We will not have to pay until next fiscal year 2022. The cost is $3,765.50. Using this service would allow us to remain current.
- Motion to enter into and execute an agreement with Lexipol:
| Muehlfeld, Roger | Y |
| VanAusdale, Leslie | Y Motion |
| Thiel, Dean | Y 2nd |
| Wallace, Chuck | Y |
| Gruver, Jason | Y |
| Karnes, Tom | Y |
6-0 Motion PASSES
Fiscal Officer Update by Denise Knecht:
- Credit Card Statements (Oct 16-Nov 15, 2021), request for Council President signature
- Financials November 2021 with request for council members to sign as received
- Motion to pay bills 12.07.21:
| Muehlfeld, Roger | Y 2nd |
| VanAusdale, Leslie | Y |
| Thiel, Dean | Y |
| Wallace, Chuck | Y Motion |
| Gruver, Jason | Y |
| Karnes, Tom | Y |
6-0 Motion PASSES
Mayor Update by Robert Day:
- Recent Chamber Event – Santa Coming to Town even though the weather conditions were unfavorable it was still a success and well attended by community; thank you to Chamber and all involved
- Pictures hung in Council Chamber
- 80th Anniversary of Pearl Harbor – Be mindful for the freedoms that we have
- Covid19 – We are a free society and with that the Mayor encourages everyone to take personal responsibility to protect themselves
- Kudos to Chief Scott Blue for his 49 years of service to our community
Reports of Committees- Meeting updates – Dawn Fitzcharles
- Finance Committee met on 11/17/21 for the 2022 budget workshop. An additional informational work session was held on 11/22/21. Budget comment period was open through today, 12/7/2021. The department heads were in attendance tonight to discuss their proposed capital projects.
- Wage & Compensation Committee met on 11/3/21 and 12/3/2021.
- 2022 Wage proposal – VA has held several one-on-one meetings to discuss budget, projects and compensation for 2022. On Nov 3, the wage committee recommended that the wage scale for 2022 be approved along with a select few realignments. On December 3rd the wage and compensation committee met and recommended to move forward with the presented wages.
- As a background, we currently have 16 fulltime employees. 11 are eligible for wage increases on 1/1/2022 and 5 are eligible at various times throughout the year based on their one-year anniversary dates. I have completed the performance evals and have pointed hourly employees out of 50 points and salary employees out of 80 points for raise recommendations.
- The wage committee recommended that we look at a rate of 4% and tier the recommended wages based on performance.
- I have provided two numbers for some employees. We have the annual number based on wage increase and we have employees that if they meet their education and certification requirements, could be eligible for. With that I am looking for support to approve the 2022 village of Edgerton per Exhibit 11 in the council packet.
- Councilman Wallace, committee chair, spoke in agreement with the wage structure and approved of the new wage scale recently developed by Clemans-Nelson. He stated that we’re right in line with other entities.
- Motion to implement employee wages as proposed to council by Village Administrator, Dawn Fitzcharles for Year 2022:
| Muehlfeld, Roger | Y |
| VanAusdale, Leslie | Y |
| Thiel, Dean | Y |
| Wallace, Chuck | Y 2nd |
| Gruver, Jason | Y Motion |
| Karnes, Tom | Y |
6-0 Motion PASSES
Discussion: Leave Donation Policy – This policy would allow for Employees of the Village of Edgerton to donate sick or vacation leave to a fellow employee who is otherwise eligible to accrue sick leave. The intent of the leave donation program is to allow employees to voluntarily provide assistance to their co-workers who are in critical need of leave due to serious illness of the employee or a member of the employee’s immediate family as defined in the handbook.
- Administrator Fitzcharles explained that due to COVID-19 some hourly workers were placed off work and many of the workers are new employees, hired since January with the Village and have little or no sick time accumulated. The leave donation is a strictly voluntary program to help fellow employees who are in critical need of paid leave time. With the COVID-19 pandemic, some employees are starting to exhaust leave time and with the unknown duration of the pandemic and necessary leave that may still be required by employees, we respectfully ask the Council’s authorization to implement the leave donation policy and add the provision to the VOE employee handbook. After much discussion both for and against this policy the consensus was to not make this a part of the employee handbook but rather a temporary allowance to be reviewed at year-end 2022.
- Motion to approve Temporary Leave Donation Policy for calendar year 2022 (beginning Dec 1, 2021 and through Dec 31, 2022) with plans for Council to revisit at the end of year 2022:
| Muehlfeld, Roger | Y |
| VanAusdale, Leslie | No |
| Thiel, Dean | Y 2nd |
| Wallace, Chuck | Y Motion |
| Gruver, Jason | Y |
| Karnes, Tom | Y |
5-1 Motion PASSES
- Motion to approve 2022 holidays, payroll schedule and council meeting dates:
| Muehlfeld, Roger | Y |
| VanAusdale, Leslie | Y 2nd |
| Thiel, Dean | Y |
| Wallace, Chuck | Y |
| Gruver, Jason | Y Motion |
| Karnes, Tom | Y |
6-0 Motion PASSES
Discussion Resolution No 2021-012 – We received a letter from Williams County Auditor requesting this corrected resolution for the 2022 Tax amounts be signed as they recently noticed the date for the 2006 Fire levy, authorized by voters, was not updated to year 2020. Once passed and signed copy will be certified and delivered to Vickie Grimm to correct this mis-information.
VILLAGE OF EDGERTON RESULUTION NO 2021-012
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
- Revised Code, Secs. 5705.34, 5705.35
CORRECTED 11/22/21
- Motion to pass Resolution No 2021-012:
| Muehlfeld, Roger | Y |
| VanAusdale, Leslie | Y |
| Thiel, Dean | Y Motion |
| Wallace, Chuck | Y |
| Gruver, Jason | Y 2nd |
| Karnes, Tom | Y |
6-0 Motion PASSES
Discussion- 2nd reading ORDINANCE NO 1087: This Ordinance will amend residency requirement for Police Chief set May 26, 1982 stating must be resident within 6 months of hire date and extend to August 1, 2022 for Chief Plotts.
VILLAGE OF EDGERTON ORDINANCE NO 1087
AN ORDINANCE AMENDING SECTION 139.01 OF THE CODIFIED ORDINANCES OF THE VILLAGE OF EDGERTON
- Motion to give 2nd reading for Ordinance No 1087:
| Muehlfeld, Roger | Y Motion |
| VanAusdale, Leslie | Y |
| Thiel, Dean | Y |
| Wallace, Chuck | Y |
| Gruver, Jason | Y |
| Karnes, Tom | Y 2nd |
6-0 Motion PASSES
Discussion Ordinance No. 1090: 2022 Budget Permanent Appropriations including exhibit listing of legal level of funds.
VILLAGE OF EDGERTON ORDINANCE NO. 1090
AN ORDINANCE ESTABLISHING THE PERMANENT APPROPRIATIONS FOR 2022 AND DECLARING AN EMERGENCY
- Motion to suspend the three-reading rule for Ordinance No 1090:
| Muehlfeld, Roger | Y |
| VanAusdale, Leslie | Y |
| Thiel, Dean | Y 2nd |
| Wallace, Chuck | Y |
| Gruver, Jason | Y Motion |
| Karnes, Tom | Y |
6-0 Motion PASSES
- Motion to pass and adopt Ordinance No 1090:
| Muehlfeld, Roger | Y |
| VanAusdale, Leslie | Y |
| Thiel, Dean | Y |
| Wallace, Chuck | Y 2nd |
| Gruver, Jason | Y |
| Karnes, Tom | Y Motion |
6-0 Motion PASSES
VA Fitzcharles is excited about year 2022, the projects we are involved in and our great team. We appreciate Council’s support during 2021! Thank you!
Dawn Fitzcharles recommended Ashley Eberly to Council as our 4th full-time police officer. Ashley has been with the department since Aug of 2020. Chief Plotts came to Wage & Comp Committee to recommend the consideration of Ashley from PT patrol to Probationary Full-time Patrol. She is currently at $16.85 per hour. With her experience and education and using the Clemans-Nelson wage scale we recommend a proposed rate of pay at $21.50 per hour.
- Motion to reclassify Ashley Eberly from part time patrol to probationary full-time patrol, including Ohio Police and Fire physical requirements:
| Muehlfeld, Roger | Y |
| VanAusdale, Leslie | Y Motion |
| Thiel, Dean | Y |
| Wallace, Chuck | Y |
| Gruver, Jason | Y 2nd |
| Karnes, Tom | Y |
6-0 Motion PASSES
Council Discussion:
Vacation policy – with the handbook modification Councilman Gruver suggested we make special concessions for employees with remaining accrued time over the 120 hours limit at year end. We only have a few employees impacted and with our small crew Jason feels we should come to an agreeable arrangement to rectify this situation. He is in favor of the handbook policy but understands the difficulties we faced this year with many open positions now filled. Mayor Day agreed that we should compensate our employees for their dedication and teamwork. Dawn suggested having a conversation closer to year end when we see where these few employees land. Leslie suggested to either pay out for the accumulated hours at year end 2021 or rollover into 2022. Wallace would rather pay it out since carrying it over only extends the issue.
Leslie thanked Mayor Day for all the work he did with helping to bring Santa to town.
Wright suggested we bring in guest speaker to Council for training on public meetings rules and rules of council.
Wright also suggested that we consider including TH3 parking lot on our project list. Could we consider doing something with it? Edgerton Area Foundation may have funds to assist. “EAF’s goal is to make Edgerton better”. VA will discuss further with Andy Farnham, President of EAF.
Karnes questioned if we have our CRA board in place? Not yet as we are in the process of scheduling a planning commission meeting for a couple of other purposes. This topic will be included as well.
Tom thanked Dawn and all of her supporting staff for all the work they’ve done this year and the direction we are moving. We are starting to see the fruits of the labor. Dawn was very appreciative of Council’s support and is happy to be here.
Muehlfeld reported that the East Railroad crossing is in need of repair. Administration is aware and in communication.
- Motion to adjourn at 8:13PM:
| Muehlfeld, Roger | Y |
| VanAusdale, Leslie | Y |
| Thiel, Dean | Y |
| Wallace, Chuck | Y Motion |
| Gruver, Jason | Y |
| Karnes, Tom | Y 2nd |
6-0 Motion PASSES