City Council

Village of Arcanum Council Meeting March 10, 2020 7:00 p.m. Call to Order Council President Bonnie Millard opened the meeting with the Pledge of Allegiance along with all present members of council. Roll Call Council Members present include Bonnie Millard, Rick Genovesi, Tim Philpot, Jacob Banks and Jerry Boolman. Council Member Boolman moved to excuse Blaine Vencill. Council Member Banks seconded. All present council members voted no. Motion not passed. Also present were Solicitor Nicole Pohlman, Village Administrator Bill Kessler, Fiscal Officer Toni Stanley, Police Chief Marcus Ballinger, Administrative Specialist Mary Stephens, Bruce Shank, Missie Shilt, Matt Harrison, Shane Hall, Beth Royer-DeLong. Meeting Minutes – Corrections and Approvals Council President Millard asked for any corrections of the council meeting minutes from February 25, 2020. There were no corrections. Council President Millard asked for approval. Council Member Philpot moved to approve the meeting minutes from February 25. Council Member Boolman seconded. All present council members voted yea. Motion passed. Approval of Properly Appropriated and Funded Expenditures Council President Millard noted that future appropriated funded and expenditures will no longer need approval because the funds were appropriated when the budget was approved. Only non-appropriated/budgeted items will need to be approved moving forward. Amendments to Agenda There were no amendments. Comments from the Public: Matt Harrison, candidate for County Commissioner spoke about the upcoming election and his intentions should he be elected. Resident Missie Shilt inquired about the noise ordinance and open burning procedures. VA Kessler advised and will follow up with resident. Administrative Reports: Council President Millard: A meeting regarding the Coronavirus will be held at the county commission building. Council President Millard will be attending. Solicitor: Nothing to report. Village Administrator: A leak occurred at 105 North Albright Street. VA Kessler asked for a sewer forgiveness in the amount of $157.50. Council Member Philpot moved to forgive the sewer bill in the amount of $157.50 for 105 North Albright Street. Council member Banks seconded. All present council members voted yea. Motion passed. The Darke County Parks grant is available. VA Kessler would like to apply for the grant in order to upgrade lighting the park. Council member Philpot moved to apply for the Darke County Parks Grant. Council Member Banks seconded. All present council members voted yea. Motion passed. We are on schedule to begin moving to the new building on March 19. Technology will be connected on March 20. There will be a few punch list items to complete after the move. No contingency funds have been used at 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 March 10, 2020 7:00 p.m. Page |2 this time. VA Kessler projects to be approximately $150,000 less than projected. There was discussion to hold the council meeting on March 31st at the new building. Council member Philpot moved to hold the council meeting on March 31 in the new building’s council chambers located at 309 South Albright Street. The rest of the building will remain closed. Council member Boolman seconded. All present council members voted yea. Motioned passed. Fiscal Officer: There was nothing to report. Committee Reports Safety: The committee had nothing to report. Police Chief Ballinger: Chief Ballinger applied for a grant which would provide funds over three years in order to hire a new police officer. Chief Ballinger applied before bringing to council due to the window opening of the grant. Council member Philpot moved to allow Chief Ballinger to apply for the grant which would allow funds for a new officer. Council member Genovesi seconded. All present council members voted yea. Motion passed. Council President Millard discussed a fire department grant as well and asked for permission for Fire Chief Troutwine to apply for a grant to receive new air packs. Council member Philpot moved to allow Chief Troutwine to apply for the grant for air packs. Council member Genovesi seconded. All present council members voted yea. Motion passed. Utility Committee: VA Kessler discussed upgrades to be made to utilities throughout the village with additional discussion and details. Finance: A 3-year plan for the School Resource Officer was discussed in the finance meeting. Discussion of a clause allowing either party to terminate early with certain notice was held and they are waiting for approval from the school on those terms. BWC vest grant program was presented. Council member Genovesi moved to allow Chief Ballinger to apply for the BWC vest grant program for police officers. Council member Philpot seconded. All present council members voted yea. Motion passed. Finance also discussed insurance rates with Life and Vision through Ameritas. The costs were similar in comparison to a second comparison and council decided to continue with the current plan. Council President Millard announced that Rick Snyder has submitted his letter for retirement. Council member Millard spoke with other council members who attended a recent OML conference. There was discussion about terms of payments on bills and trying to avoid late penalties. Solicitor Pohlman explained that entities receive three reports once per month including a fund report, a bank reconciliation and a revenue report. There does not need to be approval on bills to be paid due to funds that have already been appropriated. Council members will sign off on the bank reconciliation and voucher list. The general fund is at $163,000.00. The general fund will balance out, but the quarter percent for capital projects will make for a tight budget in 2020. The village has saved for this and the staff is conscientious of only purchasing essential needs. Council President Millard asked for a motion to move into executive session to discuss personnel. Council member Philpot moved to go into executive session. Council member Boolman seconded. Council moved into Executive Session at 8:03pm. =========================================================================================== Executive session ended and the meeting reconvened at 8:23pm. 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 March 10, 2020 7:00 p.m. Page |3 Service and Leisure: Council member Banks reported that valves were sent to be tested by a lab to test the material of the washers. The North Street projected was discussed by VA Kessler and he noted that they are working to secure a new lead from the contractor to finish the project. Grant money was awarded to expand the street drains from Harvest Fields to the creek. The backstops at the baseball park are complete. Playground equipment is being quoted at State Term pricing. Equipment will be installed in two phases. The Arcanum Preservation Society would like to rent the park shelters for a picnic and July 4th children’s parade. VA Kessler would like to offer facilities at no charge. Council member Genovesi motioned to allow the Arcanum Preservation Society to use the park facilities for a 4th of July celebration. Council member Philpot seconded. All present council members voted yea. Motion passed. The Garden Club asked for volunteers in helping with watering planters in town and also help in increasing membership. Council member Millard asked about the garden in the park near the Scout House. VA Kessler advised that the girl scout troop will try to plant a garden again this year. Council Member Millard asked about the sidewalk project. VA Kessler advised that they plan to continue the sidewalk project and will continue to follow up as needed. Personnel: Police Chief Ballinger officially hired and swore in part-time officer Angela Wood. Planning: Council Member Boolman reported that they are working through the nuisance ordinances and reviewing the legislation provided by Solicitor Nicole Pohlman. The next meeting is scheduled March 17, 2020 at 1 Pop Rite Drive at 4:30pm. Old Business Ordinance 2020-03 – An Ordinance Establishing the 2020 Rental Rates for Various Village-Owned Facilities in the Village of Arcanum. 3rd Reading. Council Member Boolman moved to adopt Ordinance 2020-03. Council Member Banks seconded. All present council members voted yea. Motion passed. Resolution 2020-03 – A Resolution Accepting the Bid for the Lease of Certain Real Estate. 3nd Reading. Council Member Boolman moved to adopt Resolution 2020-03. Council Member Philpot seconded. All present council members voted yea. Motion passed. New Business Resolution 2020-04 – A resolution authorizing the Village of Arcanum to enter into a contract with the Arcanum Junior Baseball Association for the year 2020 operation and management of the baseball facility. Council Member Boolman moved to waive the three-reading rule of Resolution 2020-04. Council member Millard seconded. All present council members voted yea with the exception of 1 abstained vote by Council Member Banks. Motion passed. Member Boolman moved to waive the three-reading rule of Resolution 2020-04. Council member Millard seconded. All present council members voted yea with the exception of 1 abstained vote by Council Member Banks. Motion passed. Ordinance 2020-05 – An Ordinance Providing for an Amendment to the 2020 Appropriations of the Village of Arcanum, Darke County, Ohio and Declaring an Emergency (Parks Pool & Rec Levy Fund). 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 March 10, 2020 7:00 p.m. Page |4 Boolman moved to waive the three-reading rule for Ordinance 2020-05. Council member Philpot seconded. All present council members voted yea. Motion passed. Council member Boolman moved to adopt Ordinance 2020-05. Council member Philpot seconded. All present council members voted yea. Motion passed. Council member Boolman moved to declare an emergency on Ordinance 2020-05. Council member Philpot seconded. All present council members voted yea. Motion passed. Resolution 2020-07 – A Resolution Authorizing Certification to the County Auditor for Nuisance Abatement Fees and Declaring an Emergency. Exhibit A. 1st Reading Resolution 2020-08 – A Resolution Authorizing the Village of Arcanum to Enter Into a Contract with Mote & Associates, Inc. for Engineering Services and Declaring an Emergency. Council member Philpot moved to waive the three-reading rule of Resolution 2020-08. Council member Banks seconded. All present council members voted yea. Motion passed. Council member Philpot moved to adopt Resolution 2020-08. Council member Banks seconded. All present council members voted yea. Motion passed. Council member Philpot moved to declare an emergency for Resolution 2020-08. Council member Banks seconded. All present council members voted yea. Motion passed. Resolution 2020-09 – A Resolution Authorizing the Hiring of a Pool Manager. 1st Reading. Council member Philpot moved to waive the three-reading rule of Resolution 2020-09. Council member Banks seconded. All present council members voted yea. Motion passed. Council member Philpot moved to adopt Resolution 2020- 09. Council member Banks seconded. All present council members voted yea. Motion passed. Announcements Council President and Fiscal Officer Stanley announced that the auditors are on-site for approximately the next four weeks. Adjournment Council Member Boolman moved to adjourn. Council Member Philpot seconded. Meeting adjourned.