Council Meeting Minutes July 20, 2020

by | Jul 20, 2020 | Council Minutes

Village of Edgerton Council Meeting Minutes
July 20, 2020 at 7:00 PM

Mayor Day called the meeting to order at 7:00PM with the Pledge of Allegiance and a 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:

  • Charles Butler – Solicitor
  • Denise Knecht – Fiscal Officer
  • Zachary Dohner – Village Administrator
  • Amanda Herman – Administrative Assistant

    Media Present:
  • Cindy Thiel, The Edgerton Earth
  • Ryan Squanda, The Bryan Times
  • Jonathan LeBlanc, The Bryan Times

Public Present:

  • John VanAusdale

  • Motion to Approve Meeting Minutes from 07.06.20:

Muehlfeld, Roger                         

Y

VanAusdale, Leslie

Y

Thiel, Dean

Y 2ND

Wallace, Chuck

Y MOTION

Gruver, Jason

Y

Karnes, Tom

Y

Motion passed 6-0

DISCUSSION:  LOCAL CORONAVIRUS RELIEF FUND – The Village received $50,088.43 from the CARES Act for Local Coronavirus Relief on July 7, 2020 from the Williams County Auditor. This requires a separate Special Revenue Fund to account for the receipt and expenditure activities of the Coronavirus Relief Fund payments as required by HB 481. We have multiple hoops to jump through. The first is to create the new fund. To do so, Council must pass legislation to allow for this action. We are requesting to pass this legislation, including emergency language, to create this new fund. We will then be requesting budget appropriations for the funds at a meeting in the near future once we have prepared and received the amended certificate from the County Auditor. There are multiple teleconferences in the coming weeks to learn what the monies will be allowed to be spent on. Chuck Wallace asked if this Ordinance will go away so that there isn’t a transfer into the general fund each year. Denise explained that the fund will become inactive, as special funding will only be allowed to be receipted in to that specific fund. The Coronavirus Relief funding must be encumbered by October 1st, and spent by December 31st or funds will be returned to the State.

VILLAGE OF EDGERTON RESOLUTION NO. 2020-008A RESOLUTION PROVIDING FOR THE ESTABLISHMENT OF A NEW FUND CONSISTENT WITH THE REQUIREMENTS OF ORC 5705.09 (F) AND DECLARING AN EMERGENCY

  • Motion to suspend the rules for Resolution No. 2020-008:

Muehlfeld, Roger                         

Y MOTION

VanAusdale, Leslie

Y

Thiel, Dean

Y

Wallace, Chuck

Y

Gruver, Jason

Y 2ND

Karnes, Tom

Y

Motion passed 6-0

  • Motion to pass and adopt Resolution No. 2020-008:

Muehlfeld, Roger                         

Y

VanAusdale, Leslie

Y 2ND

Thiel, Dean

Y MOTION

Wallace, Chuck

Y

Gruver, Jason

Y

Karnes, Tom

Y

Motion passed 6-0

DISCUSSION:  Tax Revenue Budget – Due to a number sequencing issue, the next resolution is a repeat of the 1st 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. The first reading was held at the last council meeting on 07.06.2020 but inadvertently a repeat resolution number was listed. Because of the incorrect numbering we are required to repeat the reading with the correct number. We do have just enough time to complete 3 readings; 1st on 7/20, 2nd on 8/3, 3rd on 8/17, including 30 days until effective date which takes us to 9/17. The Resolution must be documented and turned in to County Auditor’s Office by 10/1/2020. The other option is to give the first reading tonight, suspend the rules on the 2nd reading on 8/3 (which would actually give 3 readings – one with incorrect res number but all verbiage the same) to pass and adopt. If we suspend the rules and pass on the 2nd reading that allows for extra time before the documentation is due in the case of an unforeseen issue. Either way will be fine.

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 give 1st reading to Resolution No. 2020-009:

Muehlfeld, Roger                         

Y

VanAusdale, Leslie

Y

Thiel, Dean

Y 2ND

Wallace, Chuck

Y

Gruver, Jason

Y MOTION

Karnes, Tom

Y

Motion passed 6-0

Committee Updates

Tom Karnes, Public Safety Committee- Junior Fire Fighter Program

Assistant Fire Chief Schlie was present to discuss reinitiating the Junior Fire Fighter Program. A similar program was present in the Edgerton Fire Department years ago, but participation dissolved and the current members would like to activate a new program. The hope is to involve youth members of the Village, while stirring up an interest in firefighting. There is not yet a set age range, but would like to look at focusing on 16-18 year olds as they would have the ability to drive themselves to meetings, trainings, etc.. Junior firefighters would attend meetings, trainings, come in on the tail end of active fires to assist with clean-up of trucks, equipment and gear. Karnes explained to Council that the allowed number of volunteer firefighters is 35 members. Edgerton currently has 20 volunteers. The insurance and liability for the Village still needs to be looked at for this program. Leslie VanAusdale asked what certification is involved. Tom responded that Bryan City offers its’ facilities and certified trainers close to every Saturday for 9 months, as well as bookwork that has to be completed. There is a state test that has to be passed before certification. All Edgerton Fire Department members are encouraged to become Level 1 volunteers. 50 hours of CEU hours are required over a 3 year period. Fire meetings are held on the 1st and 3rd Monday’s of the month, while trainings take place on the 2nd and 4th Monday’s. There is also another program in the works that would allow out of town members who worked in the Village limits to be active on the Edgerton Fire Department. Tom referred to these volunteers as the “2nd call,” meaning they were back up non-residential fire departments members. There was also mention of allowing retired uncertified volunteers to be a support avenue for current member. The biggest issue the fire department is facing right now is being able to cover 1st shift fires during the day. Mayor Day said there was also discussion of partnering with the high school and asking members of the leadership program to promote being a First Responder.

Leslie VanAusdale, Rules Committee- Personnel Policies and Procedure Manual

Leslie made the final corrections to the manual, and stated there are still a few topics that need to be looked at but will not affect current personnel. There are two dates that Leslie will be available to discuss the changes and 8 ‘hot topics’ with employees. Wednesday 7/22 and Tuesday 7/28 at 3 p.m. VanAusdale is looking for a motion to accept the revised manual.

  • Motion to adopt revised Village of Edgerton Employee Policy Manual to be effective on 08.03.2020 :

Muehlfeld, Roger                         

Y

VanAusdale, Leslie

Y

Thiel, Dean

Y

Wallace, Chuck

Y MOTION

Gruver, Jason

Y

Karnes, Tom

Y 2ND

Motion passed 6-0

Mayor Day thanked Leslie for her dedication to completing the manual.

Administrator Update by Zach Dohner:

  • Will be in attendance at upcoming teleconference meetings to determine how to spend CARES act funding; will pass along more info when obtained
  • OUPS ticket came through today for the Village storm sewer work by Mary’s School
  • SCADA– Kick off meeting to be held on July 27th
  • Hull St- Walk through is complete and punch list was given to Bryan Excavating of items to be looked at; 1 year warranty as of completion date 06/26/2020; under budget by estimated $75,000
  • PSCA– Actual numbers coming in is 0.033157
  • Fall Trash Day– looking at potential dates; last weekend of September or 1st weekend of October

Fiscal Officer Update by Denise Knecht:

  • Credit Card Review 06/16-07/15
  • Ohio Checkbook – Village data through June 30, 2020 was emailed to be updated – to view our information once the upload has been complete please visit OhioCheckbook.gov. The website address recently changed from .com to .gov
  • RITA put out email today (07/20) explaining process for collecting from non-filers @ no cost due to COVID situation; subpoena program has been stalled
  • Courtney & Associates– will be in attendance August 17 to present the information form the recent water, sewer, storm sewer rate studies and provide suggestions to the Village
  • Records Commission Meeting– will be held August 17 before the regular meeting to go over destruction and schedule of records
  • Permissive Tax– requested from County Auditor to assist in payment of East Hull St Improvement Project; already approved, waiting now to cut remaining $50,000 to Bryan Excavating
  • PSCA– added to Zach’s update to include the bills due August 1st will have power cost adjustment of .014884 as described in Ordinance 1054, a difference of .018273; almost a $0.02 savings for customers

Council Discussion:

TILE WORK– Jason Gruver asked specifically where the tile work behind St. Mary’s was taking place. He was approached by a couple of individuals today that relayed to Jason there were flags and markings behind their properties running from St. Mary’s towards the Industrial Park on Railroad St. Zach Dohner explained the work to be completed ran across Sargent St, behind Pence’s property at a diagonal and stops at the edge of St Mary’s property. The markings Jason is referring to could be associated with the tile coming from Laubach Dr that has been in the process of having a camera ran through during the last few weeks. Mayor Day said he thinks it’s great that we are starting to narrow down the problem areas.

CATCH BASINS– Gruver questioned if the cover that was placed over the catch basin near the Methodist Church on West Hull St is able to be removed yet. Dohner responded that is one of the punch list items for Bryan Excavating as there has been reports of standing water in that area. It is possible there may need to be more work completed there so at this time the cover is going to have to stay on.

PARCEL SPLIT– Tom Karnes wanted to know if there was any kind of meeting on the calendar to discuss a parcel split involving Jason Dietsch. Karnes asked if a Planning Commission meeting needed to be held. Charles Butler informed Karnes he had recently spoke with Jason Dietsch on the phone and he will follow up with him and let Council know the next step.

TH3 PARK– Councilman Karnes inquired about the slides and swings that were recently removed from the park that is located behind TH3. Dohner stated there recently have been inquires on quotes for the replacement of playground equipment that would be compliant by state standards. Karnes said he appreciates the danger being removed but thinks something needs to be done sooner rather than later to get the items replaced.

REC ASSOCIATION– Tom Karnes directed a question to Chuck Wallace asking if everything at the ball parks was stopped at the moment. Previously Council had approved funding new mounds and also labor work that would assist the Summer Rec Association with planting of grass seed at both parks. Wallace replied that everything at both parks have been suspended, including work on the fields. The funds that were expected to be spent will have to be reallocated in the budget for next year so the funds would not be lost. Karnes said we should get away from the ‘use it or lose it’ mentality when it comes to money not being spent as planned. This will hopefully refrain from making unnecessary purchases just to spend money because it’s available.

LANDOWNER– Mr. Karnes was approached by an individual that owns property in the Village and has an issue with being responsible for a delinquent utility account for a mobile trailer home that he does not own, but sits on his property. Tom was informed that there is an Ordinance that refers to the property owner assuming financial liability if a resident leaves behind a delinquent utility bill. Karnes would like to see the Ordinance. Mayor Day believes this issue has been addressed multiple times and needs to be revisited. Tom said if it’s a reoccurring complaint it should be given a closer look because it will not be going away anytime soon.

HULL ST– Chuck Wallace inquired what the plan was for hydro-seeding Hull St. The weeds are already taking over the areas that were planted with seed. Will Bryan Excavating be coming back to reseed if grass doesn’t grow due to the hot conditions? Dohner informed Council that he had discussed this with Tom Lingvai from Bryan Excavating and was assured that everything would be taken care of. They will bring in tankers to water seed if necessary. “They will treat us right,” said Dohner.

RIVERBEND– With all of the tile in the Village that is being looked at and replaced, Chuck believes it’s time to take another look at Riverbend, specifically Jim Walker’s property. Before it was an issue because it was too wet, so now would be a good time to figure it out. Zach Dohner explained that Walker’s residence has already been looked at multiple times and by use of a camera it was discovered the tile was clear all the way through to the Village’s end. The issue lies in the fact that Walker’s structure was built at the lowest point of the property. Wallace suggested calling the County to get them in by the river and attempt to find out where the issue is beyond Village tile.

  • Motion to pay bills 07.20.20:

Muehlfeld, Roger

Y

VanAusdale, Leslie

Y MOTION

Thiel, Dean

Y

Wallace, Chuck

Y

Gruver, Jason

Y 2ND

Karnes, Tom

Y

Motion passed 6-0

  • Motion to adjourn at 8:11 PM:

Muehlfeld, Roger

Y

VanAusdale, Leslie

Y

Thiel, Dean

Y

Wallace, Chuck

Y

Gruver, Jason

Y 2ND

Karnes, Tom

Y MOTION

Motion passed 6-0