Meeting Minutes: April 16, 2024

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Meeting Minutes: April 16, 2024

Council called to order by Mayor Ron Searight on April 16, 2024 at 7:30 pm.

Prayer / Pledge of Allegiance –    Led by Mayor Searight.

Those present:   Marcas Heitkamp, Mark Heitkamp, Luke Stephenson,

Mary Beougher, Shane Young, Chris Heitkamp

Also attending:   Francis Schaffner, Robbie Peel, Chief Stetler, Patrolman Miller and Erin G of the Daily Standard.

Motion Marcas.  Second Mark  to accept the agenda as orders of the day.

Luke called for the question.   Marcas = y, Mark = y, Luke = y, Mary = y, Shane = y, Chris = y.  Passed 6 yes.

MotionMary.  Second Marcas  to accept the minutes from the April 2, 2024 council meeting as presented.   Shane called for the question.  Mary = y, Marcas = y, Shane = y, Mark = y, Luke = y, Christ = y.  Passed 6 yes.

Mayor’s Report and Correspondence: 

Received Mayors Court reports.

Past 2 weeks – spoke with 2 residents on the phone and 2 residents in person regarding several concerns.     Attended the annual D.A.R.E. program. 

Thank you to the community for supporting the Rockford Fire Department Pancake Day – estimate 900 people attended.  

Warmer weather is coming  –  we need to promote safety.  Many kids are out and about playing in yards and riding bicycles.   Also — prom is this weekend and will be more traffic in the area.  Be safe !

With that we’ve instructed the village workers to enforce our present Junk and Trash ordinances, so please clean up.    If residents have additional concerns, please feel free to fill out a concern form – online and at the office.

Many thanks to the people volunteering to take care of our park.  The efforts do not go unnoticed.   While on this topic — Rock Solid Performance is sponsoring up a clean up day for the village and park this Sunday at 2 pm.  What a great way of leading and giving back to the community.  Thank you RSP. 

Upcoming Community information & events:

April 28th  – Fox Family Purse Bingo – Community Building

May 4 – Chamber Spring Fling – Main St.    1 – 5 pm

June 14/15 – Community Days – Market St. / Shanes Park

Village Administrator’s Report – Aaron Temple  

Franklin Street reconstruction project is out for bid.  The bid opening date is April 25th at 10 am.    Again most likely we will see some work late this Fall and most of the project will take place next year.  

Lagoon cover project has been approved and we expect work to take place late June.

Working with Fremont on solid limits.  When we began testing they were working 1 line and now working 3 lines.   We have made some suggestions and are working together to make sure we stay in compliance.

The County helped us fill some pot holes in several locations around the village.  They have a nice process and we will be monitoring how the process stands up.  We may be looking a investing in a patch machine similar to what they have. 

Thank you .

Lawn care —  we are looking at hiring a service to take care of the property maintenance issues.    We will be invoicing property owners when we have to pay to have their lawn care done.  Any invoices not paid by August will be assessed to property tax.    Same process we have been doing for years.   

Committee Reports:

Finance Committee:  Shane Young

Motion Marcas to pay the bills as presented  $.  56,738.34.   Second Mark.              Luke called for the question.    Marcas = y, Mark = y, Luke = y, Mary = y, Shane = y, Chris = y.  Passed 6 yes.

Motion Mary to accept the Mayors Court pay in of $86.  Second Marcas.  Luke called for the question.   Mary = y, Marcas = y, Luke = y, Mark = y, Shane = y, Chris = y.  Passed 6 yes.

Motion Marcas to give Chief Stetler an increase in yearly salary of $2,000.   To begin on the next payroll.   Second Luke.  Chris called for the question.  Marcas = y, Luke = y, Chris = y, Mark = y, Mary = y, Shane = y.  Passed 6 yes.    

Motion Luke to transfer $25,000 from the General Fund to the Franklin St project Fund.    2nd quarter transfer.   Second Marcas.   Mark called for the question.  Luke = y, Marcas = y, Mark = y, Mary = y, Shane = y, Chris = y.  Passed 6 yes.

Rules Committee:    Mark Heitkamp

Subdivision offset violation –     Owners working with contractor and will be coming into compliance.    Thank you.

Consideration for addition to the Employee Handbook:

Compensation Section

4.14     Insurance

Employee is eligible for insurance on 1st day of employment.   Employee may be granted multiple options for insurance.  Costs of insurance shall be determined by current insurance rates the village is able to secure with insurance companies. 

Village may contribute to insurance costs or HSA.  Village contribution is determined upon village costs & budgets.  HSA contributions shall be given on a semiannual basis. Half of the contribution will be given on May 1.  Balance of contribution will be given on November 1.  Employees who begin employment or sign up after the May 1deadline may or may not receive village contribution mentioned above. 

Insurance costs & eligibility run on fiscal year of May 1 through April 30.  If an employee who is eligible does not sign up prior to the May 1 deadline, they may only join if the employee experiences a life altering event. 

Need to make a couple of updates and will be voted on at the next meeting.  Please let Mark know of any suggestions that might need to be added.

Service Committee:   Mary Beougher –

The Parkway SMILE group led by Mr. Doug Hughes has been cleaning the community building – when they are available –  since the beginning of last school year.    Accumulated of 16 days and 138 hours.  3 students and 1 adult.  We would like to make donation to the SMILE program.  

Motion Mary.  Second Luke to donate $500 from the Park Fund to the SMILE program.  Shane called for the question.   Mary = y, Luke = y, Shane = y, Marcas = y, Mark == y, Chris = y.  Passed 6 yes. 

Held a service committee meeting on April 4th.  Discussed park restrooms cleaning and some maintenance needs.  Community building needs.  Suggested a mural in the building.  Committee discussed since just got new paint that no mural is needed and that guests having formal events might not appreciate.    Will be talking to the Rec Board about helping with park restroom cleaning.   Several other suggestions — community gardens – which was tried before and not taken care of properly.  And possible farmers market — but Main Street Committee might be working on that possibility.  All good suggestions and each worth thinking about.

Safety Committee:     Chris Heitkamp

Have been doing some research regarding solar panels in the village.  Been reviewing several ordinances.   Will need to schedule a meeting to discuss and make some recommendations. 

Economic Development Committee:  Marcas Heitkamp

Public Utilities Committee:   Luke Stephenson

Residents who wish to receive water bills via email —-

please send an email to to request to be put on the email list. 

The email will be sent the date of billing and will have a payment link to the website if you want to pay your bill online.  

The postcard will come several dates later via the US Postal System.    If you decide you no longer want the post card via regular mail – please let us know.

Old Business:            

Visitors to Address Council:  

New Business:

Santa house area at Shanes park getting cleaned up.  

Friends and guests of the park —– “PLEASE keep vehicles out of the grass! This only causes more work. Please use some common sense and only park in the lots provided.      Thank you.”

Please have all information for next agenda ready by May 1st.

May 21st meeting – will have guest Vance Cuthrell from West Ohio CAP for Fair Housing Training — necessary for the Franklin St Funding.

Meeting adjourned 8 pm

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Mayor                                                              Fiscal officer