Village of Edgerton Council Meeting Minutes
Monday, February 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 |
|
Perry, Jackie |
Y |
6 Members Present
Other Village Representatives Present:
- Charles Butler – Solicitor
- Denise Knecht – Fiscal Officer
- Zachary Dohner – Village Administrator
Public Present:
- Pam Fitzcharles
- Dave Casebere
- Shea & Steph Walkup
- Jeff Childress
- Motion to Approve Meeting Minutes from 01.20.2020 :
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y 2nd |
|
Wallace, Chuck |
Y MOTION |
|
Gruver, Jason |
Y |
|
Perry, Jackie |
Y |
Motion passes 6-0
Mayor Robert Day announced a Proclamation that the month of February, 2020 is designated as Career and Technical Education Month. Proclamation statement was read and signed by Mayor Day.
Coffee Shop: Mayor Day welcomed Shea and Steph Walkup to the meeting and asked for an update on the new business they are bringing to town. Mr Walkup informed Council that he and his wife are here tonight to obtain a building permit for the Coffee Shop. They have received approval from the State of Ohio to begin construction. The beams for the structure are being constructed locally by Stark Truss. Buck Perry will be handling the demolition. The construction period is expected to be approximately 5 months. The Walkups are hopeful that they will be able to open the shop in the Fall. The engineering plans have been circulated to Council Members, Department Heads and the Mayor. The Village Administrator was instructed to notify the neighboring homes and business before the demolition begins.
SCADA: Roger Muehlfeld, Jason Gruver, Zachary Dohner, Kip Pahl and Troy Nihart took a trip to the City of Bryan this afternoon to see their SCADA system. Zach mentioned that Bryan uses two different types of SCADA for their electric system and water/sewer systems. SCADA is critical to Edgerton for the monitoring of high service wells, water towers, pumps and sanitary lift stations. Currently we rely on a flashing light and buzzing alarm that sound on site at the lift stations when a failure occurs. SCADA would allow for alerts by text/email. Council President Gruver stated that
Bryan was very open to Edgerton coming and they sincerely want to help us. Bryan uses both a monitoring and control SCADA system. Initially we will be looking at a monitoring system to alert proper personnel (by text, email or call) when an issue arises so that we can respond immediately, allowing for a much better reaction time. The information collected with the SCADA system will assist with building reports to satisfy EPA requirements, allow for a better tracking system and help us to remain compliant in an industry that is constantly changing. GIS was also discussed briefly. Geographical Information Systems lays out infrastructure location for multiple departments. The combination of SCADA and GIS mapping would help bring the Village up to date. Council member Perry mentioned that the fiber that has already been ran in Edgerton would be beneficial for the SCADA connection and gave examples of how the alerts are set up to be relayed to the proper persons. Councilman Muehlfeld was pleased that Troy and Kip went along as they were asking questions and was happy to see they were 100% into it. He was very impressed with the features and benefits that we could receive with SCADA. Roger stated “we need to look into this”. Jackie mentioned that Bryan would be willing to assist with programing and help with education. Mayor Day feels that it would be a good idea to continue the discussion at the next meeting and invite Kip and Troy to be present on 2/17/20.
Town Hall Building: Mayor Day and Zach will be meeting with a gentleman from the Garland Company tomorrow about the condition of the exterior of TH3. It was suggested by Council President that Kip Pahl be in attendance. Village Administrator Dohner said he would be there.
Community Public Works Program: Next Mayor Day invited Council Member VanAusdale to talk about the inmate/trustee program with CCNO. She gave a brief update with points below and suggested that Zach get in contact with the program coordinator. Mayor Day also suggest this be a topic of discussion with Kip Pahl, Public Works Superintendent.
- Must have training for anyone who will be supervising the inmates
- Village must provide transportation
- Inmates/trustees must have constant supervision
- Must be covered by Workers Comp
Discussion: Agreement with John Courtney for water, sewer and storm sewer rate study was circulated among council members via email. Zach requested a motion to enter into the agreement for these services ($12,500 combined). The funds for the study was budgeted in the 2020 appropriations. It is time for a rate study to be competed to remain compliant with credit score rating policies as well as showing that we have competitive rates when applying for any type of grant funding and to be sure we are charging at the correct level.
- Motion to allow Village Administrator to enter into agreement with Courtney & Associates to complete Water, Sewer, and Storm Sewer Rate Study:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y 2nd |
|
Perry, Jackie |
Y MOTION |
Motion passes 6-0
Discussion: This contract is a follow up to the Ordinance that was passed on 01.13.20 accepting the bid of $858,252.00 from Bryan Excavating for the East and West Hull St Improvement projects. Roger questioned the recommendation of the engineer to make modifications in $100K savings. Zach referred to lessening the road thickness and removing underdrainage. Mayor Day didn’t think it was good business to make changes in the quality to lower the cost. Zach asked for permission for the Village to execute.
- Motion for Village of Edgerton to execute contract with Bryan Excavating for East and West Hull St Improvement Projects rebid:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y 2nd |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y MOTION |
|
Perry, Jackie |
Y |
Motion passes 6-0
Mayor Day and Zach will be holding a meeting with Jack Jones, Principal Owner of Poggemeyer, and Tim Bock, Engineer to let them know Council is not happy on Monday 2/10/20 to discuss East and West Hull Street Project items as well as the progress of Laubach Drive Drainage Project.
Administrator Update by Zach Dohner:
- A company will be coming tomorrow morning 02/04 to meet with Bob and Zach to take a look at the Town Hall 3 building and the integrity of the bricks.
- Bob and Zach went to a meeting for CDBG with the County Commissioner last Thursday in Bryan to learn more about funding sources.
- Sanitary Wipes- a notification letter was mailed to all residents regarding the issues that we are having with the wipes being flushed down toilets and clogging the lift station pumps. A copy of the letter is in the packets.
- Reminder that we need to make decisions about the electric rate recommendations from Courtney & Associates after the recently completed rate study. Mayor Day suggested that this item be pushed to Public Service Committee (Muehlfeld, VanAusdale, Wallace) to do the ground work and then be brought back to Council. Jackie suggested that Zach be informed and lead the with recommendations suggested by Courtney.
- A revisit was made to the topic of Security Cameras/Fob entry systems. Again it was suggested that this be pushed to the Public Safety Committee (Perry, Thiel, Muehlfeld) and that it could be done in phases by starting small in the most needed places; office, park, electric substation, water plant. The overall consensus is that all committees should be activated to assist with some of the projects that we have before us.
Fiscal Officer Update by Denise Knecht:
- January 2020 Monthly Financials were completed and emailed just before the meeting. Council was asked to sign off as receiving them and to call Denise if they have any questions.
- Walter Drane is working on our Codified update. They have or information and are reviewing.
- Tori Flower will be here at 6:30PM on 2/17/20 (before the next council meeting) to take updated pictures for the Village website. Council Members and Mayor please arrive at 6:30pm. Jason will not be in attendance.
- Denise will be attending the Local Government Conference in Columbus April 7-9, 2020.
- Filing deadline for the 2019 Annual Financial Report is the end of February. The Financial Report is complete. The Hinkle Notes are not yet finished but we are on track. Cindy McCafferty from LGS will be reviewing our documentation again this year as we still have a contract with them.
- We received a cyber security alert notification from AMP. As a follow-up it was suggested by Robert Steele with Upward Computer that we should have a safety feature installed called Fortinet. This was not an expected item in the budget but it is necessary for cyber protection. The cost estimate is $2,300 for installation and firewall configuration. The cost will be split among departments.
- We also have multiple computers that operate on Windows 7 which is no longer supported. Robert is completing updates to Windows 10 for those laptops at an estimated cost of $100 per computer. We have approximately 8 among multiple departments that operate on Windows 7 system.
- An email was sent to Council/Mayor regrading Ohio Municipal League Newly Elected Council Training Seminars being held. So far Leslie VanAusdale has showed interest in attending.
Council Discussion:
- Council President Gruver initiated a conversation about the purchase of the backhoe explaining that we have been in the process of replacing this piece of equipment since at least 2011. Based on the condition of the equipment his suggestion is to purchase new and clean up the old one to auction off along with the leaf machine and any other equipment that we are not using. We have received three quotes through the State Purchasing Program. Leslie VanAusdale spoke and told Council that she had recently met with Kip to actually see the backhoe and to learn about what this piece of equipment is used for so that she could make an informed and educated decision. The backhoe is used by all departments including the cemetery. The meeting was very informative and she was excited about the conversation. Council Member VanAusdale’s recommendation is to move forward with the purchase of a new backhoe. Chuck Wallace voiced his opinion that it’s foolish to buy a new one with the low hours on the one we have. He agreed that it was in poor condition but “let’s use common sense and fix it”. He questioned if it is really unsafe. Mayor Day suggested that we get Kip’s insight on this topic at the next meeting.
- Perry congratulated the Walkup’s for bringing the coffee shop to town and said “it will be a great asset to our community”.
- Wallace commented on the work being done on the Miller Park Shelter House. The old bushes have been removed from the front landscaping and the new siding is being installed. It looks good!
- Zach was asked to follow up with Megan at WEDCO and Cooper Farms for a meeting.
- Shea Walkup asked the question about the draining issues at Miller Park, the extra “pond”. He has interest because he owns the adjacent property. Zach explained that there are two separate drainage projects in the works. One to replace tile near the K of C Hall and the other being the Labauch Drive OPWC project.
- Motion to pay bills 02.03.2020:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y 2nd |
|
Thiel, Dean |
Y MOTION |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y |
|
Perry, Jackie |
Y |
Motion passes 6-0
- Motion to enter into executive session #1 for the purchase or sale of property to be considered @ 8:01PM :
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y 2nd |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y MOTION |
|
Perry, Jackie |
Y |
Motion passes 6-0
- Motion to exit executive session #1 @ 8:24PM:
|
Muehlfeld, Roger |
Y 2nd |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y MOTION |
|
Gruver, Jason |
Y |
|
Perry, Jackie |
Y |
Motion passes 6-0
No Action Taken
- Motion to enter into executive session #2 for the employment/ discipline/compensation of a public employee @ 8:24PM:
|
Muehlfeld, Roger |
Y 2nd |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y MOTION |
|
Gruver, Jason |
Y |
|
Perry, Jackie |
Y |
Motion passes 6-0
- Motion to exit executive session #2 @ 8:43PM:
|
Muehlfeld, Roger |
Y 2nd |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y MOTION |
|
Gruver, Jason |
Y |
|
Perry, Jackie |
Y |
Motion passes 6-0
No Action Taken
- Motion to adjourn @ 8:43PM:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y MOTION |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y 2nd |
|
Perry, Jackie |
Y |
Motion passes 6-0
______________________________ ______________________________
Mayor Fiscal Officer/ Clerk of Council