Village of Edgerton Council Meeting Minutes
Monday, October 5, 2020 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 |
ABSENT |
|
Gruver, Jason |
Y |
|
Karnes, Tom |
Y |
5 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
- Dennis Biedelle, The Village Reporter
- Lucas Bechtol, The Bryan Times
- Motion to Approve Meeting Minutes from 09.21.20 :
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y 2ND |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
ABSENT |
|
Gruver, Jason |
Y |
|
Karnes, Tom |
Y MOTION |
Motion passes 5-0
- Motion to Approve Special Meeting Minutes from 09.28.20 :
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y 2ND |
|
Wallace, Chuck |
ABSENT |
|
Gruver, Jason |
Y MOTION |
|
Karnes, Tom |
Y |
Motion passes 5-0
Discussion–: This is the 2nd reading for both Electric and Water Rules and Regulations that have been revised. There has also been an Exhibit page added that condenses all of the costs associated with the Electric and Water Utilities, including meter deposits and tap fees to be easily accessible in one location instead of spread throughout the rules & regulations.
Village of Edgerton Ordinance No 1057
An Ordinance Approving Electric Utilities Rules and Regulations and Repealing Ordinance No. 874
- Motion to approve 2nd reading of Ordinance No. 1057:
|
Muehlfeld, Roger |
Y 2ND |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
ABSENT |
|
Gruver, Jason |
Y |
|
Karnes, Tom |
Y MOTION |
Motion passes 5-0
Village of Edgerton Ordinance No 1058
An Ordinance Approving Water Utilities Rules and Regulations
- Motion to approve 2nd reading of Ordinance No 1058:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y MOTION |
|
Wallace, Chuck |
ABSENT |
|
Gruver, Jason |
Y 2ND |
|
Karnes, Tom |
Y |
Motion passes 5-0
Village of Edgerton Ordinance No 1060
An Ordinance Revising the Rates to be Charged Water Consumers for Services Supplied by the Water System of the Village of Edgerton, Ohio
- Motion to approve 1st reading of Ordinance No 1060:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
ABSENT |
|
Gruver, Jason |
Y 2ND |
|
Karnes, Tom |
Y MOTION |
Motion passes 5-0
Village of Edgerton Ordinance No 1061
An Ordinance Revising the Rates to be Charged by the Storm Sewer Utility of the Village of Edgerton, Ohio
- Motion to approve 1st reading of Ordinance No 1061:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y MOTION |
|
Thiel, Dean |
Y 2ND |
|
Wallace, Chuck |
ABSENT |
|
Gruver, Jason |
Y |
|
Karnes, Tom |
Y |
Motion passes 5-0
Discussion: Fiscal Officer, Denise Knecht explained that both appropriations to the budget consisted of transferring within the same family of funds from capital outlay to professional and technical services or consulting and engineering fees. The Park transfer is to cover the cost of moving playground equipment and the Water transfer would cover the engineering cost associated with a study of the water treatment plant, water towers, etc.
Village of Edgerton Ordinance No 1062
An Ordinance Providing for a Supplement to the 2020 Annual Appropriations
- Motion to approve Ordinance No 1062:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y MOTION |
|
Thiel, Dean |
Y 2ND |
|
Wallace, Chuck |
ABSENT |
|
Gruver, Jason |
Y |
|
Karnes, Tom |
Y |
Motion passes 5-0
Discussion: This is a conversation that began in July and involves the allocation of wages by fund to be able to accurately budget wages and benefits for 2021.
Village of Edgerton Ordinance No 1063
An Ordinance Establishing Salary Allocations for the Listed Job Wages and Benefits
- Motion to approve 1st reading of Ordinance No 1063:
|
Muehlfeld, Roger |
Y 2ND |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
ABSENT |
|
Gruver, Jason |
Y MOTION |
|
Karnes, Tom |
Y |
Motion passes 5-0
After legislation was passed Mayor Day directed the discussion to Cares Act spending. Fiscal Officer Denise Knecht began the conversation.
|
PO NUMBER |
ORDER DATE |
DESCRIPTION |
VENDOR |
ENCUMBRANCE BALANCE |
|
2020-00511 |
9/17/2020 |
Coronavirus – Reconfigure Utility Office |
FIGGINS CUSTOM BUILDING & CONST |
4,000.00 |
|
2020-00512 |
9/17/2020 |
Coronavirus Reconfigure Utility Office |
UPWARD COMPUTER & DIGITAL |
446.72 |
|
2020-00513 |
9/17/2020 |
Coronavirus – Reconfigure Utility Office |
OWEN’S ELECTRICAL CONTRACTOR) |
785.00 |
|
2020-00534 |
9/25/2020 |
Coronavirus supplies |
BUSINESS CARD |
1,515.51 |
|
2020-00543 |
9/29/2020 |
Coronavirus – Face piece Respirator & Filters N95 Fire Dept |
FIRE-SAFETY SERVICES INC |
2,453.56 |
- Motion to approve the above Cares Act expenditures as being necessary due to the Covid19 public health emergency and in accordance with the Cares Act Funding provisions. See table above with purchase orders encumbered as of 9/30/2020:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y MOTION |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
ABSENT |
|
Gruver, Jason |
Y 2ND |
|
Karnes, Tom |
Y |
Motion passes 5-0
Chuck Wallace entered at 7:11pm.
Discussion continued on Cares Act expenditures and purchases that would be in accordance with the non-specific guidelines that have been released. As of September 30th, there is $66,410.00 unencumbered Cares Act funds. Automatic doors, a telecommunication system, and police cruisers were the main items mentioned. Knecht spoke up that these are only a few options but the Village does not want to lose the opportunity to get these items in, as we have to be able to encumber the funds before the deadline. Fortunately the deadline was pushed back from October 15th, 2020 to November 20, 2020. The problem then lies in the fact that these items may not be available by the end of the year. Denise added there is enough money in the fund for the purchase of the automatic doors, telecommunication system, as well as 1 Covid19 ready police cruiser. While it was suggested that CRF should not be spent on items that were already appropriated in to the budget for 2020, it would still be possible to purchase the first police cruiser using 2020 income tax capital appropriated funds and the second Covid-ready car with CRF funds. As the police car rotation has fallen behind in recent years, it has been since 2016 that a new vehicle was purchased for the police department. Mayor Day voiced his opinion that what the government is doing to make this grant difficult to spend is very frustrating. There is no commitment, and some entities are simply saying forget it and returning the funds due to the amount of employee hours spent and lost on trying to figure out CRF the “correct” way.
Discussion: Elite Door and Security LLC automatic door install for two entrances will be an estimated $2,370.00. As previously talked about among Council members, it was determined by administration that the installation of a key fob system would not fall into the Covid19 defense category. The automatic doors would be opened with the wave of a hand, eliminating the need to touch any door handles in an effort to stop the spread of Covid19.
- Motion to approve the purchase of touch free automatic door openers for Town Hall public entrance and Gym entrance with Cares Act Funding in response to the public health emergency:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y 2ND |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y |
|
Karnes, Tom |
Y MOTION |
Motion passes 6-0
Discussion: Upward Computer & Digital LLC estimated quote at $17,060. Major items include 7 laptops for Council members along with set up, 2 monitors, and two camera systems for video conferencing in the Council chambers and training room. Leslie VanAusdale believes it would allow Council to be up to date with the use of electronic media and will prevent touching and wasting paper at every meeting by having the ability to view council packets digitally. Denise let Council know Upward is requiring 50% down in order to purchase items for setup and also that we do have the option of picking and choosing specific items based on our preference.
- Motion to approve the purchase of a telecommunication video system @ 50% down with Cares Act funding to allow for Village Council to hold electronic meetings in response to the public health emergency:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y MOTION |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
NO |
|
Gruver, Jason |
Y 2ND |
|
Karnes, Tom |
NO |
Motion passes 4-2
Discussion: Estimated quote of $44,000 per police cruiser. It was agreed upon by Council that 2 units are needed due to the financial situation and not having purchased one in the last several years. If we are able to get 2 cruisers for the price of one, by using Cares funding to do so, that would be the most beneficial for the Village. There was a question if it was known for sure that both cars could not be purchased with CRF. Dohner answered that it clearly stated CRF is not allowed for a previously budgeted item. Mr Butler advised in the absence of guidance it would be best to play safe instead of sorry. VanAusdale asked Council if anyone had entertained the fact that there is not enough money for the purchase of two vehicles anyways. Gruver said we have a definite need for a new police vehicle and it’s important to get back on a new vehicle rotation schedule for the police department. We can’t continue to kick the can down the road, as the maintenance on police cruisers has been substantial this year. It was again suggested to purchase a new unit with 2020 budget money first, and possibly even use CRF to assist making that unit Covid19 ready. Then we have the funds left in CRF to purchase a second unit. Mayor Day thinks the best thing we can do is get them on the way. Mr Butler mentioned that it needs to be relayed to the dealership the importance of receiving the cruiser no later than December 15th. If it gets close to that date and that request is not attainable a clause should be included that will allow the Village Administration to confer and cancel the purchase.
- Motion to approve the purchase of a police cruiser as appropriated in the 2020 Income Tax Capital Budget with the opportunity to change where the funds for purchase come from, if new developments from the State are handed down:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y MOTION |
|
Karnes, Tom |
Y 2ND |
Motion passes 6-0
- Motion to approve the purchase of a Covid-19 ready Police cruiser with Cares Act Funding in response to the public health emergency:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y 2ND |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y |
|
Karnes, Tom |
Y MOTION |
Motion passes 6-0
- Motion to approve the purchase of food items, PPE, and cleaning supplies to benefit the Edgerton Food Pantry and Edgerton Senior Center with Cares Act Funding in response to the public health emergency:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y MOTION |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y 2ND |
|
Karnes, Tom |
Y |
Motion passes 6-0
Chuck Wallace suggested another option for CRF would be touchless drinking fountains for the park and Town Hall, as well as automatic toilets. Council agreed that is a good idea but more information needs to be gathered. If a third round of CRF is granted to the Village, that could be a definite option for spending.
Administrator Update by Zach Dohner:
- Business Alley West– Bryan Excavating intends to begin milling Wednesday 10/7, weather permitting
- Fall Large Trash- slower than Spring , Michael Kimpel collected 2 and a half trailers of scrap
- Leaf Season – leaves have started falling, want to do trial run this week to make sure everything working properly
- Water Plant – held meeting last week to discuss Asset Management plan
- Thank you– to Edgerton community for donations and all assistance during Community work day last Saturday
Mayor Day added there is a vein in this community that wants to help and it’s great to see. Over 60 fire hydrants of the approximately 150 were painted.
Fiscal Officer Update by Denise Knecht:
- September 2020 Financials– complete and ready for Council signatures
- 2020 Audit– time to think about conducting a full audit or AUP style; recommend full audit because federal funds have been received
- 2021 Holiday, Council schedule– Christmas falls on Saturday so we are looking for suggestions to be off the Thursday before Christmas Eve or the Monday following Christmas; July 5 is the recognized holiday on the first Monday of the month so we are recommending Council meeting be moved to Tuesday, July 6th.
- TH3 debt restructure from Dinsmore– should be available soon, will need to be passed as emergency
- PSCA recovery– moving in right direction based on kWh usage, the set adder of $0.02884, and the actual monthly adder.
- Budget Workshop– Department heads will present to Council their desired capital items for 2021 budget. Next Council meeting will involve a lot of discussion on the 2021 budget and what direction Council would like to go
Council Discussion:
COMMUNITY WORK DAY- Jason Gruver applauded the volunteers that assisted with community work day. The landscape looks great and he appreciates everyone coming out and working so hard.
BIG TICKET ITEMS– It was mentioned at a previous meeting that Kip Pahl should come to a meeting to discuss some of the larger infrastructure issues in the water, sewer, and street departments. Gruver relayed that Kip is currently meeting with individuals and formulating a plan to recommend for the water plant. Pahl is waiting for more details in order to bring to council information worth sharing.
Dean Thiel thanked the administrative staff for the hassle and the headache they have had to endure relating to Coronavirus relief funding.
HALLOWEEN– Chuck Wallace asking if anything was decided regarding the Trunk or Treat time and location so he could get with Chamber of Commerce to develop a game plan for the event. Wallace spoke with Assistant Chief Schlie, who informed Wallace the Fire Department is willing to assist at the event for safety of the children. Knecht stated the time is set for 5:30-7:00pm and there will not be a costume contest. Cindy Thiel added that she would be willing to open the bathroom up in her downtown business to allow for children to use the restroom if necessary. After much discussion, it was decided to hold trunk or treat during the same time of 5:30-7pm on the East side of downtown sidewalks. Fire and police departments will be requested to attend to assist children crossing the streets. Wallace plans to reach out to Julie Cape with the Chamber and let her know.
LMI– Roger Muehlfeld asked when letter for LMI study were going to be passed out. Mayor Day said they have been focused on Cares Funding and want to get that taken care of first. Day suggested next week there would be some availability during the evening hours that they could plan to go door to door with letters.
NUISANCE PROPERTY– Muehlfeld inquired if there was a plan in place to motivate the property owner of the old motel to get that area cleaned up. It’s one of the first properties coming into the Village and complaints have been heard. Mayor Day is of the opinion that they are working on it, which is positive movement and that there should be communication made on behalf of the Village. A soft approach could prove to be more beneficial than a nuisance letter giving 30 days to take care of it. Leslie VanAusdale stated this area has had more things added to it lately and this isn’t an issue that has only been going on a few months, it’s been years.
RIVER ST SIDEWALKS– Tom Karnes asked where the Village stands on engineering, surveying, and installation for the sidewalks on River St. There was only one quote obtained for the engineering to place sidewalks on River St. Zach Dohner replied that in order to have the area properly surveyed we would be required to go into a contract to be provided with concrete numbers. Karnes suggested that it is inevitable that the Village will have to make these purchases at some point and there will have to be an engineer and survey conducted. It would be helpful get a head start on the project. Dohner stated he would like to get another quote before jumping in. Karnes asked Dohner to take the lead and get it done.
CATCH BASIN- Karnes brought up the catch basin on W Hull St still has not been taken care of. Dohner relayed that Kip Pahl is looking to take another route that doesn’t involve removing a large part of new material.
- Motion to pay bills 10.05.20:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y 2ND |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y MOTION |
|
Karnes, Tom |
Y |
Motion passes 6-0
- Motion to adjourn at 8:23 PM:
|
Muehlfeld, Roger |
Y MOTION |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y 2ND |
|
Karnes, Tom |
Y |
Motion passes 6-0