Village of Edgerton Council Meeting Minutes
Monday, January 21, 2019
- Jason Gruver called the meeting to order at 7:00PM with the Pledge of Allegiance
Mayor Lance Bowsher – Absent
Per Ohio Revised Code 731.10: When the Mayor is absent from the Village or is unable, for a cause, to perform his duties, the president pro tempore shall be the acting mayor, and shall have the same powers and perform the same duties as the mayor.
- Y – Yes, N – No, A – Abstain, Abs – absent
Roll Call:
|
Muehlfeld, Roger |
Y |
|
Thiel, Dean |
Y |
|
Day, Robert |
Y |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y |
|
Perry, Jackie |
Y |
- Other Village Representatives Present
- Zachary Dohner – Administrator
- Denise Knecht – Fiscal Officer
- Charles Butler – Solicitor
- Shawn Clifton – Income Tax Clerk
- Media
- Cindy Thiel, Edgerton Earth
- Jeremy Scott, Village Reporter
- Public
- Shea Walkup, Scott Hartley, Nicole Hartley, Kim Gessaman, Rick Gessaman, Jr., Danny Olmstead, Kermit Riehle, Lonny Breen, Jacob Steffes, Jackson Flower, Ryan Breen, Adam Gruver
Jason Gruver, Council President introduced and welcomed Kermit Riehle, Superintendent of Edgerton Local Schools.
Kermit Riehle, Edgerton Local Schools Superintendent: Kermit stated that the Solar Project is up and functioning as of January 8, 2019. Residents can visit http://solrenview.com. for information. The website updates data in real time, shows peak shaving and even today as cold and snowy as it is the school was still generating power. To date the solar panels have produced a 500 KW savings.
Kermit also updated Council on some other projects happening at the school. New interior and exterior cameras have been installed for safety purposes. The school has replaced the sliding doors at the front entrance have been replaced with bi-fold doors.
Kermit also informed Council that the stage in the Tom’s Building has been updated with new curtains. The floors and ceiling have been painted black. The High School students will be preforming a full scale musical, “Footloose”, which is scheduled for April 12-14, 2019. 40 kids picked up packets for tryouts for the musical.
Kermit also spoke about the new curriculum the school is starting called “Leader in Me” which was written by the same author as “7 Habits of Highly Effective People”. This curriculum is built for grades K-12. Students will be taking on the leadership rolls, for example at parent teacher conferences the student will lead the meetings between the parents and teacher.
Kermit also spoke about the Capital Campaign the school is starting to earn money for improvements. The school is selling bricks with family names engraved on them. The bricks with be laid at the approach to the concession stand at the football field.
Kermit asked if anyone had questions. Kermit thanked Zach for allowing him come and update the Council with the things happening at the school.
Rick Gessaman, Jr. from Larry’s Lock and Safe Service: was in attendance with two employees to speak about the security system recommendations for the Village of Edgerton. Rick stated that he had been here and spoke to Dawn Fitzcharles about security before she left her position with the Village. Rick sent his recommendations to Zach for the camera and access control fob system at the Town Hall as well as security for other departments.
Chuck Wallace: stated that he felt the cost was high for the entire project and inquired as to whether this could be broken down into stages.
Rick Gessaman, Jr: stated that the project could be broken down into stages.
Chuck Wallace: stated that we have far too many keys out to people. He feels the Town Hall should be first location to install the security system.
Rick Gessaman, Jr: stated that the quote was prepared to show the break down and he agreed the Town Hall should be the first to be completed.
Rick Gessaman, Jr: said when he prepared the security quote he did it with future growth in mind. He commented that Larry’s Lock and Safe Service has installed security in City of Angola, Indiana and Coldwater, Michigan. Rick said that because the Village has fiber available that we could connect everything to the Town Hall.
Chuck Wallace: asked approximately how long until the security system is obsolete.
Dan Olmstead: commented that the cameras are on an approximate five year cycle and the recorder is on a 3 year cycle. He said the cameras are an important factor because even if a fob system is in place it doesn’t keep a person from getting their hands on another person’s fob and using it for vandalism or something of the sort.
Rick Guessman, Jr: the cameras make it possible to actually track who is using the fob.
Jason Gruver: asked if the security system ran off of software?
Dan Olmstead: stated that the whole system can be run from a laptop and the police could have access to the whole security system at all times. The police could click on a camera at any site and see everything that is happening.
Bob Day: asked if the security system has the ability to be portable.
Dan Olmstead: stated yes with wireless communications.
Bob Day: asked if keys have the same ability as the fob.
Rick Gessaman, Jr: stated no.
Dan Olmstead: stated that with using the mobile credential card, the Village would be able to put a time stamp on the system for access for only certain periods of time based on the user’s needs.
Rick Gessaman, Jr: informed Council that the security system is blue tooth capable and can be ran with a smart phone. With the fob everyone does not have to have the same capabilities. The Village can program each fob up with different parameters for accessing the building
Bob Day: asked if a card system like they have in hotels is available.
Dan Olmstead: stated that it would not be economical for the Village but do have the option.
Rick Gessaman, Jr: stated that there would be too much money in thrown away cards.
Chuck Wallace: reiterated that he feels that the security system should be broken down into affordable stages.
Rick Gessaman, Jr: suggested to start with the Town Hall building.
Dan Olmstead: informed Council that he would be glad to set up a demo for them to view.
Zach Dohner: stated that after Council has a chance to discuss the security system we will let them know about the demo.
Rick Gessaman, Jr: stated that the security system is not complicated to operate.
Jason Gruver: asked if storage was part of the quote.
Rick Gessaman, Jr: said yes
Jason Gruver: asked if the security system has to be archived.
Denise Knecht: mentioned that Charles Butler, Village Solicitor would need to look into how the security system should be archived and let the Council know.
Rick Gessaman, Jr: stated that the system uses 4 tarabits.
Jason Gruver: asked if it can be set for ninety days out? And if we use only video recording if it uses less data storage then voice/video recording.
Dan Olmstead: briefly talked about storage options and yes video only uses less data storage. The usage depends on how each camera is set up. He stated that the system is very popular and is utilized by villages, cities, and large companies.
Rick Gessaman, Jr: mentioned that the Village can start out small and the system can grow from there. Rick thanked Council for letting them come and make the Security System presentation.
Lonny Breen, Weblo Cub Scout Leader: introduced himself and stated that he was the Scout leader for Weblos 2 Scouts, Troop 29. He informed Council that the Weblos have been learning about government.
Weblo, Ryan Breen: ask what are some of the issues in the Village?
Zach Dohner: stated that the Village is in the process of closing the year end, looking into a security system and SCADA system to monitor the Villages infrastructure.
Weblo, Adam Gruver: asked what Council would be talking about next week.
Zach Dohner: responded probably the camera and snow.
Weblo, Jackson Flower: asked how the government shut down effects the Village.
Denise Knecht: responded by stating that the since we are Local Government the shutdown has not really effected our operations. The Administrator and Fiscal Officer are scheduled to attend a legislative rally in February we but they are unsure if it will be held due to the shutdown. We just have to wait to see.
Weblo, Jacob Steffes: stated that President Trump will be talking about the shutdown.
Jason Gruver: asked if the scouts were working on a badge/pin.
Lonny Breen: stated yes the Arrow of Light pin. The scouts exited the meeting at 7:45PM.
- Motion to Approve Meeting Minutes from 01.07.19:
|
Muehlfeld, Roger |
Y |
|
Thiel, Dean |
Y |
|
Day, Robert |
Y Motion |
|
Wallace, Chuck |
Y Second |
|
Gruver, Jason |
Y |
|
Perry, Jackie |
Y |
Zach Dohner: stated that change orders were for the final material cost and settlement of quantities of materials. Zach stated that he thought the previous change orders were the final and he address this with Tim Bock of Poggemeyer.
- Motion to Approve Business Alley East Project Change Order #2 & Final, date 1/9/19, in the amount of $4,539.60, as reduction in the contract amount to account for final quantities:
|
Muehlfeld, Roger |
Y Motion |
|
Thiel, Dean |
Y Second |
|
Day, Robert |
Y |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y |
|
Perry, Jackie |
Y |
- Motion to Approve Oak Street Storm Sewer Project Change Order #2 & Final, dated 1/9/19, in the amount of $1,323.05 by an increase in the contract amount to account for final quantities:
|
Muehlfeld, Roger |
Y Second |
|
Thiel, Dean |
Y Motion |
|
Day, Robert |
Y |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y |
|
Perry, Jackie |
y |
- Motion to continue the current Intergovernmental Contract with Public Entities Pool and update Proxy Representatives as Zach Dohner, Village Administrator and Denise Knecht, Fiscal Officer.
|
Muehlfeld, Roger |
Y |
|
Thiel, Dean |
Y Motion |
|
Day, Robert |
Y |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y |
|
Perry, Jackie |
Y Second |
Bob Day: stated that he really didn’t like the response Zach received from Tim Bock from Poggemeyer. Bob felt it was disrespectful. He stated that he appreciated that Zach is checking into things.
Zach Dohner: apologized because he thought the previous change orders were the final.
Bob Day: reiterated that he appreciated Zach checking on things.
Bob Day: asked if the credit cards for the Village employees have their name on the credit cards.
Denise Knecht: replied the cards have the Village of Edgerton fist and then the employee’s name.
Denise Knecht: explained that the Village has already initiated a system for safety and internal controls of the cards. Card are kept in the safe and are sign-out and back in after use by employee with record of date, time and reason for use.
Bob Day: asked how much is usually run through on the credit card account. Bob also inquired as to whether the Village has checked into a reward program credit card.
Denise Knecht: stated that we decided against the rewards cards to keep record keeping clean and could not give a dollar amount used in the past year but the current bills list is $2,00.00.
Jackie Perry: stated that she didn’t think House Bill would allow rewards cards.
Denise Knecht: stated that credit cards are used for the purchase of supplies on line at discount prices or when we make a one time purchase form a vendor.
Bob Day: commented so these are not debit cards?
Denise Knecht: stated that they are credit cards only – no debit cards allowed. Denise said that part of the new policy is that Council will review monthly statements with Council President signing that it has been reviewed and with that Denise passed the statements around for Councils review.
- Motion to replace previous Credit Card Policy with the New Credit Card Policy updated 01.21.19 and provided by Bish Butler Thompson:
|
Muehlfeld, Roger |
Y |
|
Thiel, Dean |
Y Motion |
|
Day, Robert |
Y |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y |
|
Perry, Jackie |
Y Second |
Shea Walkup: was in attendance and gave a brief overview of the coffee shop plan. He stated that they would demolish the house and garage on W. Vine property and build a coffee shop on the property. The Walkups had previous meetings with Dawn Fitzcharles before she left her position at the Village. Dawn invited Mike Stormer from ODOT to attend and make recommendations because of the exit onto US Route 6. Shea said he consulted Greg Bockrath who is a Civil Engineer and a relative of his wife Stephanie. Greg told the Walkups that ODOT has no jurisdiction in this matter since the business is located in the Village limit. The Walkups had a recent meeting with Mayor Bowsher regarding the newest engineering of the shop and he told them to get a letter to him from Greg stating that the State has no jurisdiction so that he can forward it on to Charles Butler for review. Shea Walkup stated that they have every confidence in Greg Bockrath since he has been a Civil Engineer for 20 years and has complete similar projects. Shea also stated the Village has known about this for 14 months and he would like to get timely approval from the Village because their goal is to open the coffee shop in the fall of 2019.
Jason Gruver: stated that the Village really appreciates the new business
Bob Day: stated that the community is excited about the business and we will get this taken care of.
Charles Butler: asked if the Street Department had been involved with any of the curb cuts?
Zach Dohner: said he had spoken to Kip Pahl, Public Works Superintendent about this briefly.
Chuck Wallace: stated that US Route 6 is a limited access highway. He asked if this applies within the Village limits.
Shea Walkup: stated again that the State has no jurisdiction.
Chuck Wallace: stated that the process runs slow. In this case the Village doesn’t know who is right.
Zach Dohner: stated that because US Route 6 is a Federal Highway the Village needs to find out what the policies are so that the Village is following correct policies and procedures before approval of the plans.
Chuck Wallace: asked if the neighbors had been contacted
Zach Dohner: replied not yet
Shea Walkup: stated that he had already had the property re-platted and combined into one. The property was already zoned commercial. Walkups are still waiting to hear what their new address will be. He is also waiting on combining the two utility bills into one. They are still being charged for both.
Administrator Update:
Zach Dohner: shared with Council that because of the storm there will be some overtime. Also hydraulic lines blew on one truck so we were down one vehicle for a while during the snow storm. There was a solenoid out on one of the trucks as well so at one point we were down 2 trucks.
Zach stated that he met with the gentlemen from MESA regarding SCADA and he was very impressed by them and the system. They do not have models sitting on a shelf ready for install. The system would be built for the Village. Zach spoke to Kevin Maynard while at AMP meetings about MESA and he had only good things to say. Zach is getting quotes for the electrical substation to be equipped with SCADA as well.
Jason Gruver: asked if SCADA could be added to the systems we already have and Zach said yes.
Zach Dohner: gave an update on the Heavy Load that will be coming through Edgerton. He told Council that at 5:30pm on Monday, January 21, 2019 they were close to the Illinois State line.
Fiscal Office Update:
Denise Knecht: stated that the new credit card policy was the only thing she had and she had already reviewed the policy earlier in the meeting. She also stated she was working on the yearend financial statement.
Council Update:
Chuck Wallace: asked whether Zach had talked to the Street Dept. about helping to remove the lips on the Gerhart ballfields. Zach said he will have Kip look at the condition of the ballfields and what needs to be done.
Chuck handed out a drawing that Scott Hartley rendered of Miller Park that shows where Edgerton Recreation would like to relocate the ballfields. Council recommends looking into this further.
Chuck suggested that the Village hire a company to come in and remove the fence at Gerhart fields and relocate the fence to Miller Park if the decision is made to change locations. He also stated that Gerhart needs leveled and seeded. Councilman Wallace then asked Scott to speak.
Scott Hartley: stated that there is at least a half an acre of trees to be removed. Scott also asked if the Village had talked to the EPA about what chemicals can be used at Gerhart ballfields and if we had a list of those chemicals. Scott stated that True Green does have EPA approved chemicals. He will get with True Green to see what if anything can be used.
Zach Dohner: stated he would ask Kip Pahl if he knows specifically what chemicals can be used and follow up.
Chuck Wallace: wants the Village to get a list of what the EPA stipulations are.
Zach Dohner: stated he would obtain information from the EPA.
Scott Hartley: stated that there are a lot of stones on the fields at Gerhart. He feels that the top layer of dirt needs be removed from the fields to get rid of the stones to prepare for the spring ball season.
Chuck Wallace: asked for approval to move forward, look into at grants, and get this in the budget as well as having Summer Recreation fundraisers. He doesn’t want to move forward if Council votes no.
Bob Day: said the logic of the project makes sense but Council needs to look at it cost wise.
Nicole Hartley: stated that it made sense to move the ballfields to Miller Park.
Scott Hartley: asked Shea Walkup how big the 5th and 6th grade football field is. Shea responded that the field is 53 1/3’ wide and 40’ long.
Jason Gruver: stated that Council would need to look at how Miller Park was bequeathed to the Village regarding the requirement to keep a certain amount of the land as woods
Bob Day: suggested that maybe if we need to take some trees out the Village can plant trees somewhere else.
Shawn Clifton: asked if this would interfere with the Nature Trail.
Chuck Wallace: said it would not interfere with the Nature Trail.
Dean Thiel: asked how many kids are involved.
Scott Hartley: stated there was approximately 110 kids in soccer and 60-70 kids in baseball.
Dean Thiel: commented that he has concerns about the parking and possible need for road access to the park through Industrial Drive, and the cost to cut another road in at Miller Park.
Zach Dohner: commented that the Village has invested a lot of money in the electric meters and pedestals at Miller Park for events being held at the Park.
Jackie Perry exited at 8:43pm
Bob Day: voiced his concerns about balls rolling under vehicles at Gerhart Field being a safety issue.
Chuck Wallace: stated that parking at Gerhart field is also a problem.
Jason Gruver: commented that the Village needs to find out what if anything can be done regarding the wooded area at Miller Park.
Chuck Wallace: informed Council that there is a Junior High softball tournament at Miller Park the weekend of May 11, 2019 and a GMC baseball tournament May 17-19, 2019 also at Miller Park.
Jackie Perry entered at 8:46pm
Bob Day: asked if contact had been made with James Walker and said that if our newer employees are unable to take care of this Riverbend drainage issue the Village needs to outsource the job.
Zach Dohner: stated that he had been in contact with Jim Walker. With having new equipment Zach has reached out to Chad Ordway and also other entities to see if they would be willing to help. One of the issues with this situation is the Village has two different maps showing two different locations of tile. The Village is unsure where the catch basin ties into the tile. Also if the camera is submerged in water the visibility is poor.
Bob Day: asked if we told Jim Walker it would be in the spring before we are able to proceed and urged Village Administrator to stay in contact with Mr Walker regarding the progress.
Zach Dohner: said yes.
Bob Day: asked if we could give Jim Walker a date. Would it be of value to have Kip Pahl, Public Works Superintendent, come to Council meetings?
Chuck Wallace: stated the he would like to have the Superintendents give a monthly report on the projects they are currently working on just to keep the Council updated.
Zach Dohner: commented that he would discuss this with the Superintendents.
Dean Thiel: commented that the employees did a good job cleaning the streets of snow.
Chuck Wallace: stated that he was informed that Edgemont Colony Apartments had a water leak. Chuck called Kip Pahl to help with the situation. Chuck commended Kip for stepping up.
Chuck Wallace: asked about the airline tickets on the bills list. Denise explained they were for the APPA Rally and they flew last year. Denise will be reimbursed for her entire trip cost by OMEA and Zach will receive a discount for being a member of APPA.
Shea Walkup exited at 8:57 pm
- Motion to pay bills 21.19:
|
Muehlfeld, Roger |
Y Second |
|
Thiel, Dean |
Y Motion |
|
Day, Robert
|
Y |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y |
|
Perry, Jackie |
Y |
- Motion to adjourn at 8:58 PM:
|
Muehlfeld, Roger |
Y Second |
|
Thiel, Dean |
Y Motion |
|
Day, Robert |
Y |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y |
|
Perry, Jackie |
Y |