City Council

Village of Arcanum Council Meeting July 30, 2019 7:00 p.m. Call to Order: Mayor Baumle opened the meeting with the Pledge of Allegiance along with all present members of council. Roll Call: Council Members Jerry Boolman, R. Genovesi, Bonnie Millard, Tim Philpot, Eric Van Hoose, B. Vencill answered to roll call. Also present were Nicole Pohlman, Bill Kessler, Toni Stanley, Kurt Troutwine, Tim and Angela Herron, Jacob Banks, Sarah Billenstein, Rick Snyder, Mike Bruns, Bruce Shank, Beth Roger-DeLong, Dave Kessler, and Thomas Kessler Minutes – Corrections and Approvals: Mayor Baumle asked for approval of the minutes of July 9, 2019. A motion was made by J. Boolman to approve the minutes from July 9, 2019. E. Van Hoose seconded. All others present voted yea. Motion passed. Amendments to Agenda: Mayor Baumle stated there was an amendment to the agenda to move the Approval of Properly Appropriated and Funded Expenditures to after New Business and to add an Executive Session after Personnel Committee Reports and asked for any other amendments to the agenda. Comments from the Public: Mayor Baumle asked for comments from the public. Chief Kurt Troutwine would like council to consider purchasing the South High Street property which is located behind the Fire Station. Chief Troutwine believes this property would be beneficial to the Fire Department for future use and provided specs as to his ideas for use. He spoke with agent representing the property and was told a $30,000 offer would probably be accepted. B. Vencill spoke to say he believed this would be a good opportunity. Council will discuss at next meeting. Mike Bruns spoke to the ribbon cutting ceremony for the Waste Water Treatment Plant on August 6, 2019, at 1:30. Tours will be done that day and may schedule tours at several other dates/times to be determined at a later date. M. Bruns also presented an amendment to pay for change orders for the project. VA Kessler stated he would need to review prior to amendment being voted on by Council. The change orders were previously approved but must be approved separately. VA Kessler would like to get authorization for the additional change order for the purchase of a Compactor. Council authorized $60,000 in a previous meeting; however, the price was only an estimate. The current estimate is $72,000 plus installation costs estimated at $27,000. If the is purchased/installed by another contractor, it may cancel the warranty for the facility. The need for this equipment was not understood until the facility was operating. R. Snyder of the Waste Water department spoke to the process that is necessary to handle the waste and the importance of this piece of equipment. The container must be dumped 1-2 times per day manually. The compactor will dry, compact and allows for a better waste product for landfills. B. Vencill asked if there were going to be any more surprise costs in the future. M. Bruns stated there should not be anything more. R. Snyder said the only item he believed may come up is a barrier built around the equipment but will not know until after the first winter. R. Snyder is now running the lab, and is looking to the end of August for the last of the specimens being outsourced other than quarterly/annual requirements. A motion was made by B. Millard to purchase the compactor at the approximate cost of $99,000. B. Vencill seconded. All present voted yea. Motion passed. Bids were received for the North Street Reconstruction Project. There were nine bids received. M. Bruns provided the bid information. The recommendation is that Double Jay Construction be awarded the North Street Reconstruction Project with the lowest bid of $844,754.00. The estimate for tree removal was revised to $7,875.00 from $6,900. There were three bids received for tree removal. Gunkles provided the lowest bid. A motion was made by T. Philpot to award the tree removal contract to Gunkles. B. Vencill seconded. All present voted yea. Motion passed. A motion was made by T. Philpot to provide a notice of award to accept Double Jay Contruction bid for the North Street Reconstruction Project contract. B. Vencill seconded. All present voted yea. Motion passed. M. Bruns also stated the Northwest Storm Sewer Critical Infrastructure grant was submitted and we should know the results in September. Vi l l a ge o f A r c a n u m R e gu l a r C o u n c i l M e e t i n g July 30, 2019 7:00 p.m. Page |2 Dave Kessler wanted to update Council on the group working on the possible restoration of the Village Opera House in the old municipal building. They are working on how the project would be self- supporting. The next meeting will be August 12, 2019. D. Kessler commented on the importance of the VA position and how much the Village needs someone looking for opportunities to grow as B. Kessler is doing. Administrative Reports: Mayor: Nothing at this time Village Solicitor: Nothing at this time. Village Administrator: There were two water leaks that need adjustments over $100. The first at 415 S. Main Street will need an adjustment of $189 for sewer and the second at 203 W First Street will need an adjustment of $150.50. A motion was made by B. Vencill to approve the two adjustments for $189 and $150.50. T. Philpot seconded. All present voted yea. Motion passed. Fiscal Officer: T. Stanley reported that mid-year 2020 Budget is in the packet and will need to be approved for submission. There is an Application for Placement of Farmland in an Agricultural District for Parcel P59-2-308-09-04-02-13200 from Gerald Brehm Farms Inc. A motion was made by B. Millard to approve the Application for Placement of Farmland in an Agricultural District for Parcel P59- 2-308-09-04-02-13200 from Gerald Brehm Farms Inc. J. Boolman seconded. All present voted yea. Motion passed. Committee Reports: Service & Leisure Committee: Tentative dates of September 29, 2019 and October 6, 2019 to advertise for bids for the Garbage contract. Opening for bids will be October 29, 2019, 11:00 am at the City Building and committee will present its recommendation to Council that evening at the 7:00pm regular meeting. There were 14 letters sent for deficient sidewalks. Monitoring will continue. A leak test for the pool in late August has been scheduled to determine needs. Looking to get quotes for a splash pad to apply for 2020 ODNR grant which would be available in 2021. Safety Committee: Police Chief search is ongoing. Looking at first round interviews for the second week in August. Utility Committee: The next meeting is scheduled for August 6, 2019, 4:30pm. Planning Committee: Nothing at this time. Personnel Committee: Nothing at this time. J. Boolman made a motion to move to Executive session for Personnel. E. Van Hoose seconded. All present voted yea. Motion passed. Council went into executive session at 8:01 pm. ********************************* Executive Session ********************************* At 8:30pm, a motion was made by J. Boolman to move out of Executive Session. Seconded by B. Vencill. All present voted yea. Motion passed. Mayor Baumle and Village Council returned from executive session. A motion was made by J. Boolman to accept Nola Ditmars resignation as of August 13, 2019. Seconded by B. Vencill. All present voted yea. Motion passed. Finance and Audit Committee: CD matured 7/30/2019 and was cashed in with 70% being used as part of the Village’s portion of the Administration Municipal and Police Department Building Project and the remaining 30% reinvested into a new CD with a better interest rate of 2.25%. The second CD will mature mid-January will be cashed in and use 70% of that as well for the Administration Municipal and Police Department Building Project and the remaining 30% reinvested into a new CD. Mid-year budget for 2020 is ready for submission. There have been two incidents of cash deficits in the cash drawer within the last few weeks. VA will purchase cameras to place to view each cash drawer. LGS was in to work with FO on reconciliation. Delinquent billing/write-off process is in need of work. Requested a monthly report from Utility listing the delinquent accounts from the VA.. Vi l l a ge o f A r c a n u m R e gu l a r C o u n c i l M e e t i n g July 30, 2019 7:00 p.m. Page |3 Old Business: None at this time Unfinished Business: Ordinance 2019-29 – An ordinance providing for an increase in salary for certain elected officials of the Village of Arcanum, Ohio. This is the 2nd Reading. New Business: Ordinance 2019-30 – An ordinance providing for an amendment to the 2019 appropriations for current expenses and other expenditures of the Village of Arcanum, Darke County, Ohio and declaring an emergency (General Fund and Fire Fund). A motion was made by B. Millard to waive the three- reading rule for Ordinance 2019-30. B. Vencill seconded. All present voted yea. Motion passed. A motion was made by B. Millard to adopt Ordinance 2019-30. B. Vencill seconded. All present voted yea. Motion passed. A motion was made by B. Millard to declare an emergency on Ordinance 2019-30. B. Vencill seconded. All present voted yea. Motion passed. Ordinance 2019-31 – An ordinance establishing Fund 410 of the Village of Arcanum, Darke County, Ohio and declaring an emergency. A motion was made by B. Millard to waive the three- reading rule for Ordinance 2019-31. B. Vencill seconded. All present voted yea. Motion passed. A motion was made by B. Millard to adopt Ordinance 2019-31. B. Vencill seconded. All present voted yea. Motion passed. A motion was made by B. Millard to declare an emergency on Ordinance 2019-31. B. Vencill seconded. All present voted yea. Motion passed. Resolution 2019-22 – A resolution authorizing the Village Administrator to solicit for bid to contract for residential and commercial refuse/recycling pickup within the Village of Arcanum. Exhibit A and B. This is the 1st Reading. Resolution 2019-23 – A resolution adopting the budget for 2020 of the Village of Arcanum, Ohio and declaring an emergency. A motion was made by B. Millard to waive the three-reading rule for Resolution 2019-23. J. Boolman seconded. All present voted yea. Motion passed. A motion was made by B. Millard to adopt Resolution 2019-23. J. Boolman seconded. All present voted yea. Motion passed. A motion was made by B. Millard to declare an emergency on Resolution 2019-23. J. Boolman seconded. All present voted yea. Motion passed. Resolution 2019-24 – A resolution authorizing the Mayor to enter into an agreement with Arcanum- Butler School District to provide security personnel services. This is the 1st Reading. Resolution 2019-25 – A resolution to proceed with the submission of the question of levying a(n) renewal levy tax in excess of the ten-mill limitation for fire protection services for the Village of Arcanum, Ohio (R.C 5705.03, 5705.191, 5705.192, and 5705.25). A motion was made by B. Millard to waive the three-reading rule for Resolution 2019-25. E. Van Hoose seconded. All present voted yea. Motion passed. A motion was made by B. Millard to adopt Resolution 2019-25. E. Van Hoose seconded. All present voted yea. Motion passed. A motion was made by B. Millard to declare an emergency on Resolution 2019-25. E. Van Hoose seconded. All present voted yea. Motion passed. Approval of Properly Appropriated and Funded Expenditures: Mayor Baumle presented the register of the vouchers received for July 30, 2019 and asked if there were any questions. A motion was made by B. Millard to approve the voucher register through July 30, 2019. E. Van Hoose seconded. All present voted yea. Motion passed. Announcements: None Adjournment: J. Boolman made a motion to adjourn. T. Philpot seconded. Meeting adjourned.