City Council

Village of Arcanum Council Meeting February 11, 2020 7:00 p.m. Call to Order: Mayor Greg Baumle opened the meeting with the Pledge of Allegiance along with all present members of council. Roll Call: Council Members present include Rick Genovesi, Tim Philpot, Jacob Banks and Jerry Boolman. Council Member Boolman moved to excuse Bonnie Millard. Council Member Philpot seconded. All present council members voted yea. Motion passed. Council Member Philpot moved to excuse Council Member Vencill. Council Member Banks seconded. All present council members voted no. Motion not passed. Council Member Blaine Vencill arrived at 7:16pm. Also present were Village Administrator Bill Kessler, Fiscal Officer Toni Stanley, Police Chief Marcus Ballinger, Solicitor Nicole Pohlman, Bruce Shank, Mike Bruns, Shane Hall, Beth Royer-Lehang, Missie Shilt and Craig Mescher. Minutes – Corrections and Approvals: Mayor Baumle asked for approval of the following meeting minutes to be approved separate: Organizational Meeting Minutes, January 14, 2020 Council Member Boolman moved to approve minutes from the January 14, 2020 meeting. Council Member Philpot seconded. All council members present voted yea. Motion passed. Council Meeting Minutes, January 14, 2020 Council Member Boolman moved to approve minutes from the January 14, 2020 meeting. Council Member Banks seconded. All council members present voted yea. Motion passed. Council Meeting Minutes from January 28, 2020 did not need approval due to lack of quorum. Amendments to Agenda: Mayor Baumle stated that he will ask for a motion to go into executive session when Council Member Vencill arrives and move new business before Administrative reports. Comments from the Public: Bruce Shank: Mr. Shank asked about the status of an old barn on Sierra Lane. VA Kessler advised that the village is revisiting nuisance ordinances. There was discussion on the possible solutions. Fire Chief Troutwine: Chief Troutwine provided the year-end report for the Fire Department. Total runs for 2019 was 168. The number is higher than normal with a typical year running around approximately 140. Chief Troutwine included a report showing the total training hours per person in 2019. Fire fighters have three years to receive fifty-four hours. Chief Troutwine applied for a grant for reimbursement of the new member trainings in 2019. An equipment grant is being prepared to help purchase new gear. It is a competitive grant, but they are hopeful. The AFG grant just opened up which is a federal government grant that fire departments compete for. They are trying to use this grant to purchase new air packs. The units were built in 2004 and repair parts are becoming scarce. There are 16 units and they are $5,500 each. The fire contracts with the Village of Ithaca and both townships expire later this year, so Chief Troutwine will work on updating them. Mayor Baumle thanked Chief Troutwine for all he does. 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 February 11, 2020 7:00 p.m. Page |2 Approval of Properly Appropriated and Funded Expenditures: Mayor Baumle asked for approval. Council Member Philpot moved to approve the properly appropriated and funded expenditures dated January 28, 2020 and February 11, 2020. Council Member Vencill seconded. All council members present voted yea. Motion passed. At 7:25pm, Mayor Baumle asked for a motion to move into executive session to discuss property acquisition and personnel. Council Member Boolman moved to go into executive session. Council Member Philpot seconded. At 8:12pm, Council Member Boolman moved to return from executive session. Council Member Philpot seconded. New Business: Ordinance 2020-02– 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 (Police Pension Fund). Council Member Boolman moved to waive the three reading rule on Ordinance 2020-02. Council Member Banks seconded. All council members present voted yea. Motion passed. Council Member Boolman moved to adopt Ordinance 2020-02. Council Member Banks seconded. All council members present voted yea. Motion passed. Council Member Boolman moved to declare an emergency on Ordinance 2020-02. Council Member Banks seconded. All council members present voted yea. Motion passed. Ordinance 2020-03 – An Ordinance Establishing the 2020 Rental Rates for Various Village-Owned Facilities in the Village of Arcanum. 1st Reading. Resolution 2020-03 – A Resolution Accepting the Bid for the Lease of Certain Real Estate. 1st Reading. Administrative Reports: Mayor: Mayor Baumle asked about painting the Street building. VA Kessler has one proposal and Fiscal Officer Stanley will double check that there are funds budgeted for painting the building this year, 2020. Mayor Baumle asked for a motion for VA Kessler to have an appraisal done on a plot of four parcels in the northwest section of Arcanum. Council Member Boolman moved for VA Kessler to have an appraisal done on a plot of four parcels in the northwest section of Arcanum. Council Member Philpot seconded. All council members present voted yea. Motion passed. Village Solicitor: There was nothing to report. Village Administrator: VA Kessler asked for a forgiveness of sewer for Big Ridge. There was a lateral break at property 205 South Locust and VA Kessler asked for forgiveness in the amount of $427.81. Repairs have been made. Council Member Philpot moved to forgive the sewer fee in the amount of $427.81 at 205 South Locust. Council Member 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 February 11, 2020 7:00 p.m. Page |3 Genovesi seconded. All council members present voted yea. Motion passed. VA Kessler provided an update on financials of the new building. There are no major cost overruns at this moment. The building is coming along. The flooring and lighting are being installed. Per Fiscal Officer Stanley, furniture will be ordered by the end of the week. Fiscal Officer Stanley noted that we have been very conscientious of what is spent but also purchasing pieces that will last. There was more discussion on the furnishings of the building. Fiscal Officer Stanley asked for a motion to place an order for the initial furnishings at approximately $37,000.00. Council Member Philpot moved to allow for the initial purchase of furnishings for the new municipal/police building. Council Member Vencill seconded. All council members present voted yea. Motion passed. VA Kessler provided a list of utility write-offs. The current write-off is approximately $757.00. At the last council meeting, a new employee was hired; however, he is no longer employed with the village. VA Kessler has two individuals whom he would like to hire over the next two months. One has experience and VA Kessler would like to start him at Step C, Craftsman Apprentice for Water/Wastewater at $16.50. The other individual will begin at Step A at $14.50 in the Water/Wastewater department. Rick Snyder, supervisor, would like to stagger their start dates to get each one going before the other comes. Mayor Baumle asked for a motion to hire two people into the Water Department. Council Member Philpot moved to hire two new employees in the Water Department. Council Member Banks seconded. All council members present voted yea. Motion passed. Lastly, the West North Street project. Financially, the village is in good shape with the project. Five additional leaks were found this week bringing the total to approximately ten leaks. VA Kessler had a meeting with Mote to talk about the leaks. There was more discussion on the leaks, loss of water, and who will be absorbing the additional costs. VA Kessler is working on solutions. Council Member Vencill questioned why the village is absorbing the cost of the lost water when it may not be the village’s fault. Council Member Philpot commented that it is up to council whether the issue is pushed further. Council Member Genovesi stated that we need to find out whether the issue is defective material or an error in labor and then make a decision on how to proceed. Fiscal Officer: Fiscal Officer Stanley closed 2019 and final reports were included in council packets. J. Puthoff from LGS is coming Friday, February 21, 2020. In the past, the village hired a CPA to do the village’s financials, but in talking with Mr. Puthoff, he thinks it would help in the understanding of the entire job. He is going to offer his assistance moving forward. The deadline for the financials is February 28. Fiscal Officer Stanley received a contract and asked for a motion to go into an agreement with LGS Services to help as needed up to 100 hours at the rate of $50 per hour. Council Member Philpot moved to enter into a contract with LGS. Council Member Banks seconded. All council members present voted yea. Motion passed. Legislation will be brought to next council meeting. Fiscal Officer Stanley asked to enter into a new month-to-month lease with Greenville Warehouse for building use at 1 Pop Rite Drive due to the current lease expiration. A Resolution with the contract will be ready at the next meeting on February 25, 2020. A motion was made by Council Member Boolman to enter into a month-to- month agreement with Greenville Warehouse for rent on the current Village of Arcanum building. Council Member Vencill seconded. All council members present voted yea. Motion passed. Legislation will be brought to next council meeting. 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 February 11, 2020 7:00 p.m. Page |4 Committee Reports: Safety Committee: There was nothing to report from the committee. Chief Ballinger provided an update on the police department. He stated that he has an applicant in the final phase and she is taking a CVSA (lie detector test). After the test, Chief Ballinger will bring forward the applicant for consideration to hire. The police department was awarded the funds for the cruiser cameras; however, the entire project request was not awarded. It should not affect the ability to purchase and install the cameras. Looking over the numbers for the entire state, $480,000 were awarded versus $1.5 million for the previous one. Everyone received less this time. The next grant opens in a couple of months where we can ask for more. Chief Ballinger will be applying for a Fire House grant which opens in the next couple of days where he will be applying for a couple of new radios. The BWC Police Officer Grant has opened up. Chief Ballinger stated that he is not sure if it will be available again next year, but he believes it will. He would like to move forward with getting new vests because there are several officers who do not have vests and officers with expired vests. This requires a twenty-five percent match. With the price, it would be approximately $2,500.00 added to the budget. It involves the vest, the vest carrier as well as a minor uniform change. He is not asking for it at the moment, but will be taking it to the finance committee. For a twenty-five percent match, it would total approximately $9,000.00. Chief is exploring other officer grant opportunities as well. The new cruiser went into the dealership for the first time. The valve body of the transmission needed replaced. It was under warranty. Utility Committee: There was nothing to report at this time. Finance Committee: There was nothing to report at this time. Service & Leisure Committee: Per Council Member Banks, grant funds for the baseball diamonds were discussed. They received two quotes for the backstops. One was from Hess Fencing and the other was from Eagle Fencing. Hess was cheaper at $10,000.00 per backstop and they quoted the same height fence that we already have and can finish before the season begins. Eagle Fencing proposed a shorter fence. Council Member Banks asked for approval from council to move forward with Hess Fencing. Per VA Kessler, the total grant funds awarded is $30,000. The village is committed to providing new playground equipment and two new backstops. The village will pay approximately $7,500 for the project due to terms of the grant requiring a match of twenty-five percent of grant funds. Council Member Philpot moved to proceed with Hess Fencing. Council Member Genovesi seconded. All present council members voted yea. Motion passed. Council Member Banks also noted from the Service & Leisure committee meeting the possibility of charging Arcanum Youth Football a fee to rent the field. Per VA Kessler, in the contract with Arcanum Youth Football, a fee of $150 has been included if they wish to have use of restroom facilities. There is no charge to use the field. Council Member Banks noted that mosquito spraying last year was covered by a grant; however, the village did not receive those grant funds this year. The fee is $130.00 per spray and VA Kessler would like to have two or three sprays depending on the conditions. 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 February 11, 2020 7:00 p.m. Page |5 The Service & Leisure Committee also discussed the Community Pool. There was discussion on hiring the pool manager and how the position was paid in previous years. The pool operational dates for the summer are June 1, 2020-August 20, 2020. The last week of operation will have reduced hours. Daily admission and pool passes will increase this season. They would like to offer an early bird special of last year’s 2019 prices for passes purchased by May 31, 2020. A grant for a splash pad will be pursued next year. The committee recommended the removal of the slide due to several accidents in 2019. Sweatshirts and hoodies will be provided for lifeguards. The pool leaks have been repaired. The service and leisure committee will meet on the first and third Thursday of every month at 4:30pm. Personnel Committee: There was nothing to report. Planning Committee: Per Council Member Boolman, a meeting was held on January 22, 2020. As a reminder, village services can only be provided once an annex has been requested. Those who have not requested an annex will not receive village provided services. Land near the park was discussed and if it is obtained, the committee is looking to work with AMP to acquire high voltage electric. Potential grants were discussed. Village nuisance ordinances were discussed as noted earlier per VA Kessler’s report. The next meeting is scheduled for Wednesday, February 19, 2020 at 4:30pm at 1 Pop Rite Dr. Old Business: Announcements: There were no announcements. Adjournment: Mayor Baumle asked for a motion to adjourn. Council Member Boolman moved to adjourn. Council Member Genovesi seconded. Meeting adjourned at 9:01pm.