Village of Edgerton Special Council Meeting Minutes
Thursday, February 18, 2021 at 7:00 PM

  • Mayor Day called the meeting to order at 7:00PM 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

Y

Wallace, Chuck

Y

Gruver, Jason

Y

Karnes, Tom

Y

6 Members Present

Other Village Representatives Present:

  • Chris Walker – Law Director
  • Denise Knecht – Fiscal Officer
  • Dawn Fitzcharles – Village Administrator
  • Amanda Herman – Administrative Assistant

Media Present:

  • NONE

Public Present:

  • Justin Coffman
  • Jacob Ferrebee
  • Ashley Eberly
  • Scott Hartley
  • Motion to Approve Meeting Minutes from 02.02.21:

Muehlfeld, Roger                          

Abstain

VanAusdale, Leslie

Y MOTION

Thiel, Dean

Y

Wallace, Chuck

Y

Gruver, Jason

Y 2ND

Karnes, Tom

Y

Motion PASSES 5-0

Mayor Robert Day announced a Proclamation that the month of February, 2021 is designated as Career and Technical Education Month. Proclamation statement was signed by Mayor Day.

Discussion: Officer Eberly joined EPD in August of 2020 and is a 2020 graduate of Northwest State Law Enforcement Academy. Officer Eberly has shown EPD commitment and availability and has successfully qualified with her firearm in handgun, shot gun and patrol rifle and has successfully completed the field training. She is skilled in report writing and excels with public relations. We respectfully ask that Officer Eberly be reclassified to a regular part time patrol officer.

  • Motion to remove Officer Ashley Eberly from probationary period and reclassify as a regular part-time patrolman effective February 12, 2021 :

Muehlfeld, Roger                          

Y

VanAusdale, Leslie

Y

Thiel, Dean

Y

Wallace, Chuck

Y 2ND

Gruver, Jason

Y MOTION

Karnes, Tom

Y

Motion PASSES 6-0

Justin Coffman was in attendance with both part-time police officers, Ferrebee and Eberly, and was asked to speak on their training. Coffman stated that it’s been great having them around and it’s both exciting and strange to have the extra help in the department. It’s been fun and they’ve learned a lot and Coffman believes the addition of these two police officers is going to be a positive thing for the Village. Mayor Day added that the Village is excited to have Ferrebee and Eberly on board.

Discussion: Kirk Stickney has submitted a letter of resignation from the Edgerton Police Department, effective immediately.

  • Motion to accept the resignation of part-time police officer, Kirk Stickney as of February 10, 2021:

Muehlfeld, Roger                          

Y

VanAusdale, Leslie

Y

Thiel, Dean

Y 2ND

Wallace, Chuck

Y

Gruver, Jason

Y MOTION

Karnes, Tom

Y

Motion PASSES 6-0

Discussion: Clemans, Nelson & Associates represents over 100 Ohio municipalities, 50 of Ohio’s 88 counties with labor relations, personnel management, regulatory compliance, supervisory training, and civil service requirements. When Clemans Nelson is placed on retainer, we will receive specialized human resource expertise with priority service on short notice. Clemans Nelson provides free telephone consultation on routine matters of less than 15 minutes. Rates are guaranteed with retainer, and transit time to location is not charged. We would utilize the Clemans Nelson resources for leadership and supervisory training, regulatory compliance training, wage and benefit plans and special projects as needed.

  • Motion to approve monthly retainer agreement for 1 year with Clemans, Nelson & Associates @ $175.00 per month :

Muehlfeld, Roger                          

Y

VanAusdale, Leslie

Y

Thiel, Dean

Y MOTION

Wallace, Chuck

Y

Gruver, Jason

Y 2ND

Karnes, Tom

Y

Motion PASSES 6-0

Discussion: There is a full time Street Department Laborer position open in the street department. The position performs general building construction, lawn and gardening, maintenance of Village streets, assists in repairing water main and sewer breaks, snowplowing, street sweeping, and chipper services. Candidates have the ability to perform manual labor under various working and weather conditions. This employee will also be responsible for maintaining vehicles and equipment relating to all phases of public works. We respectfully request approval to advertise and accept applications for the open street position. VanAusdale asked if there had been any interest in the part-time position. Fitzcharles responded that there has been interest and she has held an interview. VanAusdale asked if needs are being met and if there should be discussion on adding 2 full time positions. Fitzcharles stated the minimum would be 1 full time and go from there to see if it’s possible to supplement with an additional full time.

  • Motion to advertise and accept applications for Full time Street Department Maintenance position:

Muehlfeld, Roger                          

Y

VanAusdale, Leslie

Y MOTION

Thiel, Dean

Y

Wallace, Chuck

Y

Gruver, Jason

Y

Karnes, Tom

Y 2ND

Motion PASSES 6-0

Discussion: Every 5 years the Village of Edgerton files a NPDES permit. Kip Pahl has completed the permit. But it has been recommended that the Village complete a general mercury variance application to the OEPA. The proposal is to develop a mercury effluent discharge variance, collect all data, establish possible sources, and prepare a plan of study and schedule for a pollutant Minimization Program.  We contacted 4 different consultants and Justen from the Bowling Green office with Poggemeyer was the one that was responsive and can complete the information within our state regulated time frame. Fitzcharles respectfully asks for Council approval by motion to enter into a contract with Poggemeyer Design Group for the Edgerton Wastewater Plant Project.

  • Motion to approve NPDES service contract with Poggemeyer Design Group:

Muehlfeld, Roger                          

Y MOTION

VanAusdale, Leslie

Y

Thiel, Dean

Y 2ND

Wallace, Chuck

Y

Gruver, Jason

Y

Karnes, Tom

Y

Motion PASSES 6-0

DISCUSSION/PRESENTATION OF PROJECT FOR GERHART PARK- Scott Hartley approached the Village on February 2 with a proposed project at the Wildcat Ball Diamond at Gerhart Park. The field is open and not fenced in. Over the years, safety concerns have been raised about child safety. The children whom play on this field are typically in the 6-8 year old age range. The Edgerton Summer Recreation Association would like to donate $10,000 towards the total $13,880 project and have asked the Village to cover the remaining $3,880. The proposed project includes 4 foot high fencing, 2 walk gates, 1 drive gate and all posts will be set in concrete. There is some make ready work that will be completed by our crews but it’s not anything that we can’t handle. The goal is to have the project complete by 5/1, but that completely depends on factors we can’t control such as product lead times and the weather. Scott Hartley added that the big thing is safety. The fence would attach to the backstop and would end shortly after the current chip and seal car entrance. There will still be plenty enough room for cars to enter between the two fences, and the safety concern will be eliminated. Hartley also added the $10,000 donation that is coming from the Edgerton Recreation Association was actually donated to their organization from the Edgerton Area Foundation. The Recreation Association would like for the Village to oversee and manage the project since it is located on Village property and for liability purposes. The Rec Association will also be adding the fence top cover. Hartley has a sketch of the project if anyone is interested in seeing that. Fitzcharles asked if Hartley would be willing to view the property with her once the weather clears up to go over the proposed fencing layout.

The Ordinance is accepting the donation from Edgerton Recreation Association for the purpose of establishing fencing at the Wildcat Ball Diamond located at Gerhart Park. The work would be completed by Strait-Line Fence in Stryker Ohio.

VILLAGE OF EDGERTON ORDINANCE NO 1075
AN ORDINANCE ACCEPTING DONATION PROVIDING FOR A SUPPLEMENT TO THE 2021 ANNUAL APPROPRIATIONS AND AUTHORIZING PROJECT WORK AT GERHART PARK AND DECLARING AN EMERGENCY

  • Motion to suspend the three reading rule for Ordinance No 1075:

Muehlfeld, Roger                          

Y MOTION

VanAusdale, Leslie

Y

Thiel, Dean

Y

Wallace, Chuck

Abstain

Gruver, Jason

Y

Karnes, Tom

Y 2ND

Motion PASSES 5-0

  • Motion to pass and adopt Ordinance No 1075:

Muehlfeld, Roger                          

Y

VanAusdale, Leslie

Y

Thiel, Dean

Y 2ND

Wallace, Chuck

Abstain

Gruver, Jason

Y

Karnes, Tom

Y MOTION

Motion PASSES 5-0

On behalf of the Edgerton Summer Recreation, Scott Hartley thanked Council saying it was very much appreciated.

Discussion: Denise stated she had already sent an email explaining that the position of solicitor was being removed, which will reduce salary and benefit lines and will be replaced with a contract for legal services for the law director, increasing professional and technical service lines. This supplement also includes the expense for the Poggemeyer NPDES permit.

VILLAGE OF EDGERTON ORDINANCE NO 1076
AN ORDINANCE PROVIDING FOR A SUPPLEMENT TO THE 2021 ANNUAL APPROPRIATIONS

  • Motion to pass and adopt Ordinance No 1076:

Muehlfeld, Roger                          

Y

VanAusdale, Leslie

Y

Thiel, Dean

Y 2ND

Wallace, Chuck

Y

Gruver, Jason

Y MOTION

Karnes, Tom

Y

Motion PASSES 6-0

Administrator Update by Dawn Fitzcharles:

  • Expressed gratitude to everyone that offered support to the Village team, Dawn, and her family after the passing of Tim Fitzcharles. In a very trying time, the employees and the community came together to organize and celebrate the life of an amazing guy. Thank You to the Village and ODOT employees that stood Honor Guard on the way to the cemetery. “Words cannot fully express how grateful I am to be living in, working for and serving the Community of Edgerton again.”
  • 3 open positions still accepting applications for- Part time Police Officer, Part Time Laborer, Full Time Laborer
  • Large Trash Drop off Day– scheduled for April 17th 8a-12p behind Town Hall; residents only can enter from Oak Street. Containers will be monitored by Village staff, bulk items can be discarded at NO cost.
  • Electronic Waste Drop off Day- scheduled for April 10th, 8a-2p behind Town Hall; Earth Friendly Recyclers LLC on site to collect electronic waste. This is open to the general public, enter from Oak Street.
  • REMINDER- Trash operating on a sliding schedule due to inclement weather, garbage and recycling will not be picked up until Saturday
  • Current Happenings in the Office-
    • Safe Routes to School Plan– sidewalks leading up to the school to allow kids to walk, bike or rollerblade safely to school; looking for individuals to participate in this public process so be on the lookout for that message
    • ODOT Local Safety Grant– fund safety improvements to the intersection at N 49 and River Street;
    • Water Tower Rehabilitation Project– 1st project estimate around $100,000 so competitive bid will be required with hopes of completion before late fall; 2nd project much larger estimate at $1-1.2 million, working to nominate the project for a grant/loan, possible principal forgiveness combination, more details to come at later date

Fiscal Officer Update by Denise Knecht:

  • Credit Card Review 01.16.21-02.15.21
  • Council signatures needed for Ashley Eberly’s file for the reclassification as part-time police officer
  • January 2021 Financials
  • Special Meeting- Thursday, February 25, 2021 @ 5pm with Stephen Smith; elected officials training

Mayor Day seconded Dawn’s statement about the community pulling together in a tough time to host Tim’s funeral. Last week was a tough time for all, life is precious and fragile and Tim will be sorely missed. Following the snow storm Monday night, Day felt that everyone had Tim on their mind and stepped up and did an outstanding job cleaning up the snow. There was a lot of cross training involved and each department participated willingly without having to be asked. This is a quality team that we have here at the Village.

Council Discussion:

SCADA- Tom Karnes asked how SCADA was coming along. Dawn replied there was a defective radio issue that was discovered and taken care of, the gentlemen from MESA will be back to install a repeater and should have everything completed including training within the next two weeks. Karnes questioned if the other 2 phases of SCADA are being looked into. Fitzcharles said we will probably hold off on the water piece until the water treatment plant plan is complete. SCADA is in Troy’s budget and once sewer is up and functioning then we can begin the process for the electric side. Dawn feels one of the major holdups with the sewer project came from not being able to utilize fiber optics. The gentleman currently working on the project is one of the best in the industry and we are very fortunate to have him working at our facility. Karnes then asked if we have the chance to discuss fiber availability with Metalink. Fitzcharles has a meeting set up with Metalink next week to discuss multiple topics.

VanAusdale asked Knecht if she could assist her with reaching out to the appropriate people as she completed OML and AMP training last year and has not received certification for yet.

VanAusdale inquired if Dawn was just looking for a brainstorming session for the Safe Routes to School meeting that was mentioned earlier. Fitzcharles said it is a plan that includes the stake holders (Village), paired with a traffic engineer and different professionals that would determine the best solution for the school, Village and pedestrians. As far as the stake holder process, we are looking for thoughts, ideas, stories and experiences that will help the professionals that write the plan and design the infrastructure around what our needs and wants are. The maximum request for funding for sidewalks is $400,000 within 2 miles of the school. VanAusdale expects a lot of response as this has been a hot topic in our community. Leslie thanked Dawn for attacking this project and added she would like to be a part of the process. Dawn stated this will be a process but the goal is to have the plan and the application completed by the end of the year.

  • Motion to pay bills 02.18.21:

Muehlfeld, Roger

Y

VanAusdale, Leslie

Y 2ND

Thiel, Dean

Y

Wallace, Chuck

Y

Gruver, Jason

Y MOTION

Karnes, Tom

Y

Motion PASSES 6-0

  • Motion to adjourn at 7:38 PM:

Muehlfeld, Roger

Y

VanAusdale, Leslie

Y

Thiel, Dean

Y

Wallace, Chuck

Y

Gruver, Jason

Y 2ND

Karnes, Tom

Y MOTION

Motion PASSES 6-0