City Council

Village of Arcanum Council Meeting November 12, 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 present include Jerry Boolman, Bonnie Millard, Tim Philpot and Eric VanHoose. A motion was made by B. Millard to excuse R. Genovesi. E. VanHoose seconded. All others present voted yea. Motion passed. A motion was made by B. Millard to excuse B. Vencill. J. Boolman seconded. Voting as follows: T. Philpot – yea; E. VanHoose – yea; J. Boolman – no; B. Millard – no; Mayor Baumle voted no as a tie-breaker. Motion not passed. Also present were Nicole Pohlman, Bill Kessler, Toni Stanley, Marcus Ballinger, Beth Royer-DeLong, Jacob Banks, Missie Shilt, Shane Hill, and Mike Bruns. B. Vencill arrived at 7:58pm. Minutes – Corrections and Approvals: J. Boolman stated there was nothing to report at last council meeting. B. Kessler’s statements should have been under Old Business. Meeting minutes will be corrected. A motion was made by T. Philpot to approve the minutes from October 29, 2019 as amended. B. Millard seconded. All present voted yea. Motion passed. Amendments to Agenda: Mayor Baumle asked for an Executive session during Personnel. B. Millard asked for Ordinance 2019-45 to be removed from the agenda because the 3 reading rule was waived at the previous meeting and the ordinance was passed on October 29, 2019. Comments from the Public: Mayor Baumle asked for comments from the public. Mike Bruns – Punch list items are being completed on the Waste Water Treatment facility. North Street – all of the underground is complete. Weather dependent, he hopes to pour curbs and sidewalks this fall. Pay request number 2 was received today in the amount of $189,000. Signed forms will be sent to the Fiscal Officer to be processed. V.A. Kessler stated there was a recent boil advisory issued due to a valve issue. Administrative Reports: Mayor: The Fire Chief advised Mayor Baumle that Seamless Asphalt sealed the fire department parking lot free of charge as a show of appreciation. Mayor Baumle sent a thank you card. Mayor Baumle attended the Darke County CIC mixer. It was productive and proved to be promising. T. Philpot recommended a note of thanks for the Fire Department Tax Levy being passed be sent to the public in the next newsletter. Mayor Baumle will add a note of thanks to the citizens for passing the Fire Department Levy. A note of thanks was also posted via Facebook. Village Solicitor: There was nothing to report. Village Administrator: Two new employees have been hired including a co-op employee from high school and a new full-time water/wastewater employee. Two water leaks have been identified. A Forgiveness of Sewer credit is needed for 304 Maple Lane in the amount of $675. A motion was made by T. Philpot to credit the sewage portion of the bill. E. VanHoose seconded. All present voted yea. Motion passed. A Forgiveness of Sewer credit is needed for 707 West South Street in the amount of $1,237.50. A motion was made by B. Millard to credit the sewage portion of the bill. T. Philpot seconded. All present voted yea. Motion passed. The new village building is under roof. Electric has been installed and stone façade is beginning to be placed on the exterior. Currently, construction is slightly behind. The roof is being constructed with treated materials and the builders have ensured the village that the wood is weather-proof. HVAC is being installed and windows and doorframes have been installed. The Waste Water Treatment facility is fully functional. A boil advisory is in effect from November 12, 2019. The water was shut off from Main Street to Walnut. A new valve was added and the old valve was retired due to being sealed with lead instead of bolts. The pipes were cut open and new fittings were installed. A code red was activated and water samples have been sent to the lab for testing. Flyers were distributed directly to the residents affected. 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 November 12, 2019 7:00 p.m. Page |2 Fiscal Officer: An email from Phelan Insurance was received requesting a meeting on Friday, November 15, 2019 to review options. The Anthem renewal information has also been received. The renewal prices are significantly higher from previous years. CMI corrected the utility deposit issues found from the end of October. The bank report has been received and the asset/liability report will be updated for the next meeting. October’s asset/liability discrepancy has been identified. The outstanding items were not deducted causing the discrepancy between the fund report and the net worth. Per B. Millard, a savings fund held at Greenville Federal is making very little interest. A request was made to move those funds into CDs. A motion to move funds into staggered interest-earning CDs was made by T. Philpot. B. Millard seconded. All present voted yea. Motion passed. Committee Reports: Safety Committee: Chief Ballinger will be absent next week due to police chief training. Sgt. Zellers will be in charge during Chief Ballinger’s absence; however, they will be communicating daily. On January 14, 2020, Windows 7 will be extinct. Doss is helping the Village with the pricing of converting to Windows 10 and leasing equipment. Chief Ballinger is continuing to work with Spielman to solve reporting issues. Training and in-service education will be taking place in December for the police department. Utility Committee: There is nothing to report at this time. Finance Committee: B. Millard reviewed the budget and has recommended adjustments. Those adjustments will be discussed with the Finance Committee at their next meeting. Regarding bank and investment-to-book reconciliation – T. Stanley has the discrepancy down to $0.28. The auditor recommended waiting and if the difference stays at $0.28 ongoing, the auditor will advise on how to adjust for the $4000.00 discrepancy. When this month closes, if the discrepancy is still $0.28, then council may sign. The next meeting is scheduled for Wednesday, November 13, 2019. Service & Leisure Committee: T. Philpot stated a recommendation was made to reapply for the drainage project grant for the January 2020 cycle. A motion was made by B. Millard to prepare legislation for the reapplication of the drainage project grant. T. Philpot seconded. All present voted yea. Motion passed. A motion to move into executive session was made by E. VanHoose at 7:31pm. T. Philpot seconded. All present voted yea. Motion passed. ========================================================================== A motion to move out of executive session was made by J. Boolman at 7:46pm. E. VanHoose seconded. All present voted yea. Motion passed. Personnel Committee: There was nothing to report. Planning Committee: There was nothing to report. Old Business: There was more discussion on having Access Engineering prepare a detailed 4-year CIP for the Village at the cost of $1000. Mayor Baumle addressed concerns brought up by council members. Unfinished Business: There is no unfinished business at this time. New Business: Ordinance 2019-49 – 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 (Fire Fund). A motion was made by B. Millard to waive the three-reading rule for Ordinance 2019-49. E. Van Hoose seconded. All present voted yea. Motion passed. A motion was made by B. Millard to adopt Ordinance 2019-49. E. VanHoose seconded. All present voted yea. Motion passed. A motion was made by B. Millard to declare an emergency on Ordinance 2019-49. E. Van Hoose seconded. All present voted yea. Motion passed. Ordinance 2019-50 – An Ordinance Authorizing The Issuance of $1,000,000.00 Of Bonds For The Purpose Of Constructing A New Police Station And Administrative Building And Declaring An 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 November 12, 2019 7:00 p.m. Page |3 Emergency. A motion was made by E. VanHoose to waive the three-reading rule for Ordinance 2019- 50. B. Vencill seconded. All present voted yea. Motion passed. A motion was made by E. VanHoose to adopt Ordinance 2019-50. B. Vencill seconded. All present voted yea. Motion passed. A motion was made by E. VanHoose to declare an emergency on Ordinance 2019-50. B. Vencill seconded. All present voted yea. Motion passed. Ordinance 2019-51 – An Ordinance Repealing Resolution 2019-24. This is the first reading. A motion was made by B. Millard to waive the three-reading rule for Ordinance 2019-51. E. VanHoose seconded. All present voted yea. Motion passed. A motion was made by B. Millard to adopt Ordinance 2019-51. E. VanHoose seconded. All present voted yea. Motion passed. Ordinance 2019-52 – An Ordinance Providing For A Wage Step Program For The Village Of Arcanum Employees. This is the first reading. Exhibit A. Ordinance 2019-52 was tabled. The first reading of job descriptions will be held before Ordinance 2019-52. Approval of Properly Appropriated and Funded Expenditures: Mayor Baumle asked for approval of expenditures for invoices received through November 12, 2019. A motion to approve properly appropriated and funded expenditures was made by B. Millard. J. Boolman seconded. All present voted yea. Motion passed. Announcements: None at this time. Adjournment: J. Boolman made a motion to adjourn. T. Philpot seconded. Meeting adjourned.