Village of Edgerton Council Meeting Minutes
Monday, September 21, 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 |
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
- Ashley Eberly- Village Police Officer
- Jacob Ferrebee- Village Police Officer
Media Present:
- Cindy Thiel, The Edgerton Earth
Public Present:
- Sarah Perez
- Avery Perez
- Justin Coffman
- Motion to Approve Meeting Minutes from 09.08.20:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y 2ND |
|
Wallace, Chuck |
Y MOTION |
|
Gruver, Jason |
Y |
|
Karnes, Tom |
Y |
Motion passes 6-0
- Motion to Approve Special Meeting Minutes from 09.15.20 :
|
Muehlfeld, Roger |
Y MOTION |
|
VanAusdale, Leslie |
Y 2ND |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y |
|
Karnes, Tom |
Y |
Motion passes 6-0
Avery Perez, Eagle Scout: Mayor Day introduced Avery Perez from Pack 29 Boy Scouts. Mr Perez is working towards his Eagle Scout Merit. He presented Phase 1 of his plan to ensure that all homes Village wide have house numbers displayed for safety purposes. His plan is to assist the local police and EMS to locate homes in emergency situations. Avery has discovered that there are 65 unnumbered homes in the Village. Leslie VanAusdale asked Avery how he intended to fund this project. He is requesting the donation of materials from local businesses. The estimated cost is $1-$1.49 for each number. Total number required is $195 as all homes possess a 3 digit house number. Councilman Gruver applauded this plan and suggested that all mailboxes have a reflective number display when possible. In Phase 2, Avery plans to work with Williams County Communications to update the EMS map to ensure accurate house numbers and street names. In closing, Avery asked if the Village of Edgerton would be willing to assist by notifying that he will be coming door to door to ask permission to install house numbers. It was suggested that it be placed in utility bills. Avery thanked Council for allowing him to attend and present his project idea. Council went on to make a motion.
- Motion to support Avery Perez in his Eagle Scout project to update house numbers in the Village of Edgerton:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y 2nd |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y MOTION |
|
Karnes, Tom |
Y |
Motion passes 6-0
Introduction of New Part Time Police Officers, Jacob Ferrebee, Ashley Eberly: Chief Griffin introduced Ashley Eberly as our newest part-time member of the Police Department. Dan asked Ashley to give a few words about herself. Ashley said she has been a stay at home mom for the last 10 years to 4 children and decided she wanted to become a police officer and now here I am! Council welcomed Ashley to the Department. Next Chief Griffin introduced a second new part-time police officer, Jacob Ferrebee. Jacob is a 2014 graduate of Edgerton High School, and a graduate of Heidelberg University in criminology. He was previously employed in New Albany as a police officer and decided he wanted to come back to his hometown. Jacob is currently attending the University of Findlay to obtain a degree in Education. Council members congratulated the new employees and welcomed them aboard.
Amanda Herman entered at 7:13PM.
Discussion–: Both Electric and Water Rules and Regulations have been cleaned up as far as formatting. 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 more easily accessible in one location instead of spread throughout the rules & regs. The Rules & Regulations and Exhibit have been provided to Council Members by electronic format.
Village of Edgerton Ordinance No 1057
An Ordinance Approving Electric Utilities Rules and Regulations and Repealing Ordinance No. 874
- Motion to give Ordinance No. 1057 first reading:
|
Muehlfeld, Roger |
Y 2ND |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y MOTION |
|
Karnes, Tom |
Y |
Motion passes 6-0
Village of Edgerton Ordinance No 1058
An Ordinance Approving Water Utilities Rules and Regulations
- Motion to give Ordinance No 1058 first reading:
|
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 – Darren Bok has provided a proposal to the Village to market 7 pieces of equipment through an online auction. Kip and his team have done a great job of cleaning up the items to be sold. The Village will incur a flat marketing fee for each piece of equipment. Wallace asked why the snow blower was one of the items to be auctioned off. It’s been paid off for years and has only been used a handful of times since the blizzard of 1978, but could serve a purpose during a large snow storm. Wallace also asked why the UTV was going to auction as he believed it had been discussed it would be gifted to the Summer Rec Association. Denise explained this was not the same UTV that was previously discussed. Mayor Day responded that in gifting a UTV to Summer Rec, it would relinquish all maintenance and responsibility from the Village. Chuck would like to speak to Summer Rec board to gather interest level as it may be cheaper to fix up an older piece of equipment rather than buy new. Day said we would go forward with the agreement as is and can adjust off that piece of equipment if necessary.
- Motion to enter agreement with Darren Bok @ United Edge Real Estate and Auction for auctioning of items:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y MOTION |
|
Thiel, Dean |
Y 2ND |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y |
|
Karnes, Tom |
Y |
Motion passes 6-0
Discussion – Denise has received the Engagement Letter from Thomas Wilson @ Dinsmore & Shohl, LLP for the restructure of the TH3 bond. Once the Engagement Letter has been signed, Denise will get it sent in to Dinsmore and get a Purchase Order in place. Tom Karnes inquired what the repayment structure was. Knecht explained that the principal payment would be paid with interest in June and the second interest payment will be paid in December through 2027 as Council recommended.
- Motion to approve Engagement Letter for Thomas Wilson with Dinsmore & Shohl, LLP to proceed with Town Hall Debt Restructure:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y 2ND |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y MOTION |
|
Karnes, Tom |
Y |
Motion passes 6-0
Public Service Committee Update, Roger Muehlfeld: Roger began stating the recommendation of John Courtney’s office is to increase water, sewer, and storm sewer rates. Initially a 3% increase was recommended for the water utilities, 4% was also discussed. It was agreed upon to present a 3.5% water rate increase to Council beginning January 1, 2021. This increase would be roughly $0.85- 0.90 according to an average residential utility bill. Sewer rates are currently meeting revenue requirements for 2021, but should be revisited to assess for 2022. The current storm sewer rates were set in 1989 and are oddly configured. The recommendation for storm sewer rates will be a flat rate for 1 year as impervious surface area is determined for Village properties. Flat Rates to be presented to Council will be $5.00 for residential customers, $7.50 for commercial, and $15.00 for industrial accounts beginning January 1, 2021.
- Motion to increase water rates at 3.5% beginning January 1 of 2021 at the recommendation of the Public Service Committee:
|
Muehlfeld, Roger |
Y MOTION |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y |
|
Karnes, Tom |
Y 2ND |
Motion passes 6-0
- Motion to revise storm sewer rates to a flat rate fee schedule of $5.00 for residential, $7.50 for commercial, and $15.00 for industrial customers beginning January 1 of 2021 at the recommendation of the Public Service Committee:
|
Muehlfeld, Roger |
Y MOTION |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y |
|
Karnes, Tom |
Y 2ND |
Motion passes 6-0
Denise Knecht informed Council there will be three readings and asked Zach Dohner to contact John Courtney for proper legislation.
Administrator Update by Zach Dohner:
- Water Tower– meeting Oct 12 to determine if 5 or 10 year plan is needed
- Working to get on a Street maintenance plan; crack sealing- will provide longevity of roads
- Waiting on quote from Bryan Excavating to resurface Business Alley West
Tom Karnes stated the quote from M & M for the repaving of Business Alley West is $34,000, and there is $70,000 remaining capital from the East & West Hull St projects. So with that much of a cushion, do we have to wait for Hull St to be completed before beginning a new project? Zach Dohner replied the only thing the Village is currently waiting for is the quote from Bryan Excavating. Mayor Day stated that this will be a great addition for the Coffee shop that is to be built in the 100 block of Business Alley West. Gruver asked if there are any known problems in the infrastructure that lies beneath the alley. Dohner responded Kip has already put a camera through this area and feels comfortable with the resurface project.
Fiscal Officer Update by Denise Knecht:
- Credit Card Review 08.16.20-09.15.20
- PSCA provided by Courtney’s office was $0.019830 for September billing; still billing at set PSCA of $0.024884; should start the recovery process depending on September’s kwh usage
Mayor Update:
- Community Work Day on September 26- in an effort to be socially distanced, currently working on getting supplies to individuals that have volunteered to paint fire hydrants. Interestingly enough, landscape stone to be used at Miller Park Shelter House is river wash stone that was removed from roof of TH3, and large decorative rocks are being donated. Big C has donated paint supplies and landscape plastic.
- Paw Pound Playground behind TH3 has been sandblasted and primed, and is ready to paint.
- T H Painting spray cleaned a test area of TH3 stucco siding with a cleaner. Bob is hopeful will endure the winter then we will be able to attack the remainder of the stucco in the spring.
Council Discussion:
CATCH BASIN– Gruver asked what was going on with the catch basin by the Methodist Church that is still covered by safely collards. The issue has not been addressed since the last time he inquired about it nearly two months ago.
PRIORITY LIST– Gruver would like to get a priority list set up for Utility infrastructure updates. He would like to develop a plan so we can start attacking areas of concern. The water tower, water softener, water plant, and lift stations are just a few big ticket items that need attention. Tom Karnes asked what we are doing with the allocated funds for the utility department for 2020. COVID has put a lot on hold for the last six months, stopping the progress for capital investments. Karnes believes that instead of continuing to kick the can down the road, we move forward with budgeted items in 2020 and put next year on hold, as Denise explained that income tax revenues may show the hardest hit to the Village in 2021. Leslie VanAusdale suggested the PW superintendent Kip Pahl come to the next Council meeting to prioritize items that he feels need to be taken care of in very near future.
PLAYGROUND EQUIPMENT– Chuck Wallace asked if anyone looked at playground equipment that is up for bid on an auction site. The auction ends the 27th of September, and he feels this would be wise purchase for the Village to make if we can get a good deal on it. VanAusdale questioned how much money was unencumbered in the Park’s capital fund. If bidding on equipment is something that Council shows interest in, there should be a top dollar amount that is not to be exceeded. Karnes added most bids come in within the last hour so you have to be prepared for the price to be jacked up.
TRICK OR TREAT- Chuck Wallace has discussed partnering with the Chamber of Commerce to develop a Trunk or Treat that would be a safe event in the community. Recommendations for the State level include not holding costume judging or post Trick or Treat activities. Denise confirmed that she is part of a clerk’s e-mail group that has been discussing their Halloween intentions. There were a few options discussed as far as where to set up. First option was downtown; this would allow cars to back in to the parking spaces and have a sufficient amount of light. Denise also suggested the downtown speakers could play ‘spooky’ music. If the main block could be taped off allowing Trick or Treaters to be in a safe traffic free environment without causing a major inconvenience this would be the most beneficial. The state highway would need to be contacted for permission to do so. The idea of using only one side of the street and wrapping around to Indiana and/or Lynn St was brought up as well. Leslie VanAusdale chimed in that we can set a tentative time now and work out the location details at the next meeting. Council decided to hold Trick or Treat on October 31st, from 5:30-7. The hope is that surrounding towns are holding their Trick or Treat events close to the same time to prevent travel from one town to the next. It was also suggested that the Fire Department could possibly assist with keeping the kids safe.
CARES ACT – Muehlfeld wanted to know if there was any update on CARES Act funding guidelines. Mayor Day informed Council they met via ZOOM conference with OML legal today and are still very frustrated at the difficulty and how vague the spending guidelines are. It has become extremely discouraging making an attempt to do things the right way, and not getting anywhere. Knecht mentioned that it’s been brought to her attention that there will be different levels of audit involved. There is a possibility that in addition to the normal local/state audit, there could be a federal audit involved as well that may not be as favorable and would certainly be more expensive. Day was directed to speak to the office of budget management and may know more after that conversation. Gruver was present on the ZOOM meeting and favored the idea regarding the fire department and the fact that the department has an increased level of public exposure. If we are able to help the fire department out by protecting their exposure, we should go for it. Other ideas bounced around include some type of notebook for Council members, teleconference set up, motionless entry, HVAC with UV air filtering systems, assisting the food bank, and online bill pay.
LMI– Roger inquired if a date had been set to go door to door for the LMI study. Day said this week was out but would be looking at next Monday. Wallace said he would be available to help as well.
TH3 EVENTS– VanAusdale asked what the status was to hold events at TH3. She is on the committee for the Athletic Boosters that are scheduled to hold their reverse raffle in October after being forced to postpone from March due to COVID. Mayor Day spoke with the Health Department and the recommendation is to have servers if the event is catered, and also to ask that attendees try to remain seated. Leslie stated the committee board is currently split and would like to abide by Village preferences. Mayor Day asked VanAusdale to contact the Health Department for their opinion/suggestion.
SMALL CLAIMS– VanAusdale asked Dohner if any progress has been made with small claims court to discuss the possibilities of collecting delinquent utility bills from the tenant as opposed to collecting from the property owner per Village Ordinance as we currently do. Dohner responded he had not looked into it yet. Mayor Day said this is another issue with CARES funding because there is an extensive amount of time being spent on that alone, leaving limited time for other issues.
ABANDONED PROPERTIES/VEHICLES- Leslie brought up the abandoned properties and vehicles in town and wants to know what the process is to handle these items. Zach has sent letters to the Health Department but heard no response. Leslie made phone calls and was told that it is not the responsibility of the Health Department, but instead the Village’s jurisdiction. VanAusdale has been approached by concerned citizens and the eyesores in this community, and is committed to getting this problem taken care of. Mr Butler interjected that there was a nuisance manual he made up years ago that should explain the process. Leslie would like a copy. Mayor Day said that the process usually begins when there is a complaint.
ORDINANCE 981-982– Karnes asked where we are at with the landlord/renter delinquent bill situation. Butler said it is ultimately up to Council and is a preference of policy decision. Gruver added that looking at the big picture, this is not a common occurrence. He doesn’t want to discredit the property owner, but changing the policy to accommodate an issue that has only taken place a handful of times doesn’t seem logical. Gruver also stated the sharing of tenant information to landlords doesn’t seem right either. Denise Knecht suggested having a clause in the application for utility service that gives tenant permission for the Village to discuss the account status with the landlord. It’s difficult to hold a landlord responsible for a bill they have no idea about. Mayor Day believes continuing with limiters and strict date deadlines will continue to improve the situation between landlords and the Village. Gruver input that as a landlord you are a business and businesses take risks.
SIDEWALKS– Karnes asked what the first step is to obtain sidewalks on River Street and what is preventing the Village from getting quotes from an engineer to put a sidewalk down River Street. Dohner said there will be an engineering fee and the properties will need to be surveyed, another cost. Karnes would like to get the process started, get a plan and a cost and move forward. Day suggested there are agencies in town he feels would be willing to financially assist.
- Motion to pay bills 09.21.20:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y MOTION |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y |
|
Karnes, Tom |
Y 2ND |
Motion passes 6-0
- Motion to enter into executive session #1 for the purchase of property for public purposes where premature disclosure of information would give unfair competitive or bargaining advantage to a person whose personal, private interest is adverse to the general public interest @ 9:21pm:
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y MOTION |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y 2ND |
|
Gruver, Jason |
Y |
|
Karnes, Tom |
Y |
Motion passes 6-0
- Motion to exit executive session at 9:33 PM:
|
Muehlfeld, Roger |
Y 2ND |
|
VanAusdale, Leslie |
Y MOTION |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y |
|
Karnes, Tom |
Y |
Motion passes 6-0
NO ACTION TAKEN.
- Motion to enter into executive session #2 to consider confidential information related to the specific business strategy of an applicant for economic development assistance, provided that the executive session would include information directly related to a request for economic development assistance provided under RC 3735.67 to 3735.70 and necessary to protect the interest of the applicant of the possible investment of expenditure of public funds to be made in connection with the economic development project @ 9:36 PM :
|
Muehlfeld, Roger |
Y |
|
VanAusdale, Leslie |
Y MOTION |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y 2ND |
|
Gruver, Jason |
Y |
|
Karnes, Tom |
Y |
Motion passes 6-0
- Motion to exit executive session at 10:07 PM:
|
Muehlfeld, Roger |
Y 2ND |
|
VanAusdale, Leslie |
Y MOTION |
|
Thiel, Dean |
Y |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y |
|
Karnes, Tom |
Y |
Motion passes 6-0
NO ACTION TAKEN.
- Motion to adjourn at 10:08 PM:
|
Muehlfeld, Roger |
Y MOTION |
|
VanAusdale, Leslie |
Y |
|
Thiel, Dean |
Y 2ND |
|
Wallace, Chuck |
Y |
|
Gruver, Jason |
Y |
|
Karnes, Tom |
Y |
Motion passes 6-0