Meeting Minutes: April 7,2020

Created with Sketch.

Meeting Minutes: April 7,2020

                        RECORD OF PROCEEDINGS:

  • Meeting held via Zoom meeting – permission from State during this ‘coronavirus’ – national emergency.

Council called to order by Mayor Amy Joseph, Tuesday, April 7, 2020,

at 7:30 pm via Zoom meeting.

Invocation –  we did not have 

Pledge of Allegiance – we did not have

Those present:  Gehle, Young, Pontsler, Now, Heitkamp

                                    Means – absent

Also attending:  Srgt Stetler, Judy Koesters, Sydney Albert of the Daily Standard.

Motion Gehle.  Second  Now to accept the agenda as orders of the day.  Young called the question.  Gehle = y, Now = y, Young = y, Pontsler = y, Heitkamp = y.  Passed 5 yes.

Motion Young.   Second Heitkamp to accept the minutes from the February 18, 2020 council meeting as presented.  Gehle called for the question.  Young = y,  Heitkamp = y, Gehle = y, Pontsler = y, Now = y.  Passed 5 yes.

Visitors to Address Council:

Mayor’s Report and Correspondence: 

during this situation — national emergency — ‘coronavirus’ situation —

we have been facing many challenges but have come together in great


Community Projects – Bags of Blessings – feeding the elderly and checking on them twice a week — brought about by MANY volunteers and donations – feeding approx..  160 per week – project headed up by Rockford Carry Out.  Several groups are sewing masks and surgical caps for local use and being donated to area hospitals.    

Local churches have gone to live streaming services / bible studies on Facebook.

Parkway teachers / students  – learning new routines in teaching via online methods.

Village Offices –  we are still working but office/museum is closed to the public.    If you need something — please call us — 419-363-3032 ext 1.  If you need to drop off payments or information – please use the drop box.

Rockford updates – “Mayor’s Corner” weekly on our local radio station –  WRKD 101.3 – 7:30 pm

Park area and buildings closed through the end of April.     Community building and Shane Hall have gone under extensive cleaning so will be ready to go when governor gives the go ahead.

Many events have been canceled and will need to be rescheduled later in the year.

All this to say —   We are in this together –  we have seen this community not stopping and live in panic and fear but we are coming together and looking after each other  —–   Well except the toilet paper issues! 

I think we are doing the best we can under extremely difficult circumstances that happened in rapid fire over a 3 week time frame.

We will continue to be under the “stay home’ guidelines set forth by the

State until May 1st.

Encourage residents to enjoy the outdoors while maintaining a safe distance by walking, golf carts rides.   Zoom is a great way to spend time with families  – you can be together at Easter but be in different locations.

Spend this time with family — time that in the past you may have been to busy to really enjoy.   There are many blessings coming from this situation – embrace them !

Community Announcements and events:

The ONLY way to vote in the Ohio primary is BY MAIL !

1. You must print application

2. Fill out CORRECTLY

3. Mail the Absentee Ballot Application to the Board of Elections.

The last date absentee applications will be mailed from the Board of Elections is April 25th. The return ballot MUST BE postmarked by April 27 in order to be counted.

Brush pick up –  – Tuesday – April 14th

Rockford will be following Federal IRS in extending the deadline to file and pay Village taxes to July 15.      PLEASE read the instructions before you file to make sure you have completed the checklist.   Tax filings cannot be processed until the proper paperwork has been turned in to the Village Office.   

Remember – we are NOT online — you have to mail the information or drop off at the Village drop box.                       

Village Administrator’s Report – Aaron Temple

We are in the process of selling another lot in the subdivision. 

Veterans Memorial update – pavilion coming along, will need to set stones and flag poles.     Hope we can gather for the dedication ceremony on May 25th.

Have started road patch work and have started the mowing season. 

We will hold off on the new hire until we get a grasp on this shut down time.  With residents out of work – this will impact the village financially with regards to income tax.   We ask the public to be patient with us on projects!

Question regarding the lightning strike at WWTP –  we have all the protections in place but that doesn’t guarantee no damages will occur.  We are still operated manually because we are waiting on parts to arrive and be installed.  We had over $15,000 in damages – that thankfully is covered under our insurance.

Committee Reports

Finance Committee –  Shane Young  

Questions regarding several payments —

Motion Pontsler.  Second Heitkamp – to pay bills as presented $52,775.79.   Gehle called for the question.  Pontsler = y, Heitkamp = y, Gehle = y, Young = y, Now =y.  Passed 5 yes.

Motion Gehle to approve the monthly financial reports.  Second Pontsler.  Now called for the question.   Gehle = y, Pontsler = y, Now =  y, Young = y, Heitkamp = y.  Passed 5 yes.

Cash Summary by Fund, Appropriations report, Revenue Report,

Budget vs Actual activity report, Bank reconciliation and comparison report for the water, sewer, and income tax.

Motion Now to approve the 2nd Quarter Blanket certificates and additional purchase orders.  Second Heitkamp.  Pontsler called for the question.  Now = y, Heitkamp = y, Pontsler = y, Gehle = y, Young = y.  Passed 5 yes.

Our Subdivision infrastructure note expired on April 1.   In order to set up a loan from Peoples Bank we will need a Motion of Approval to proceed.

The proposal is a 5 year loan at 2.52% interest rate with payments each month of approx. $2650 per month.    This would be for 60 months.  

Motion Gehle.  Second Pontsler. Heitkamp called for the question.  Gehle = y, Pontsler = y, Heitkamp = y, Young = y, Now = y.  Passed 5 yes.

In 5 years the land and infrastructure for Phase I of subdivision will be paid off.  We are in the process of working on 2 lot sales. 

We should finish up loan documents from Peoples Bank for the new cruiser this week.  5 year loan –  3.25% interest with quarterly payments.

Aaron Temple review – per council agreement with pay increase up to $2,000.   

Motion:  Pontsler.  Second Gehle.  Heitkamp called for the question.  Effective date April 13th – new payroll beginning date.  Pontsler = y, Gehle = y, Heitkamp = y, Young = y,  Now = y.  Passed 5 yes.

Next review will be August 1st.

Motion Gehle to waive council rules in order to pass Resolution 02-20 as emergency.  Second Pontsler.  Young called for the question.  Gehle = y, Pontsler = y, Young = y, Now = y, Heitkamp = y.  Passed 5 yes.



Motion Gehle. Second Heitkamp.  Now called for the question.  Gehle = y, Heitkamp = y, Now =y, Young = y, Pontsler = y.  Passed 5 yes.

Service Committee:   Greg Pontsler

Village is working on the park and ball diamonds to be ready for upcoming ball seasons.    Will be working on alleys — we are still in early spring.

Pontsler to Temple — what lot is being sold ?    Tentatively Lot 11.

Safety Committee:     Chris Heitkamp

Motion Gehle to approve Chief May as signer on behalf of the Rockford Council the Memorandum of Understanding for the State of Ohio Department of Public Safety.    This is for the crash modules and e-citation software and acceptance of the equipment from the Ohio Department of Public Safety.  Second Heitkamp.  Young called for the question.  Gehle = y, Heitkamp = y, Young = y. Pontsler = y, Now = y.  Passed 5 yes.

Economic Development Committee:  Brad Now

Motion Young to offer the Shanes Crossing Subdivision – Lots for sale – 20% discount/ build through – December 2021.  Second Pontsler.  Gehle called for the question.  Young = y, Pontsler = y, Gehle = y, Now = y. Heitkamp = y.  Passed 5 yes.

Village Liquor permits are set to be renewed June 1st —  – we have the right to object to renewals ….   Council states —  no problems at this time. 

We have been asked to consider a Village DORA – Designated Outdoor Refreshment Area in the downtown business area.     Reason – would be opportunity to enjoy adult beverages to go while walking around in the downtown area /or setting at an outdoor patio in front of businesses.

Concerns — This license would not be just for one business this would be the entire downtown area — people could leave the Eagles go to Frankie Jos and then cross street to Second Crossing all with beverages in hand.  

Gehle gave his opinion that – doesn’t think we want to go down that path.  Other issues could then become bigger issues — just as example people crossing the street safely.   Believes we would be inviting more problems.   Can be up for discussion and other council members get public input.   Will be tabled for now and more discussion at the next meeting.   

Person interested in putting up a spec house.   Please send the photos to council to view.  Again – we don’t want to keep making adjustments to the covenants – they are there for a reason.   Changing roof lines would not be that expensive and it doesn’t need to be drastic change.   That shouldn’t make or break a deal.

Judy — Annexation of additional Fremont Property.   Seems some of the court documents say it’s already done. 

Public Utilities Committee:  Dr. Means – absent

Rules Committee:    Steve Gehle

Old Business:

New Business:           

With virus situation –   we are not allowed to shut off water for non payment but we don’t have to forgive the debt.    We also have debt payments and deadlines to meet. 

Mayor Joseph – this was a good first Zoom meeting.  Looks like we had 25 ‘visitors’ check in.    The meeting will be posted to Facebook so others can view at a later time if they wish.   The next meeting will be April 21st at 7:30 pm.

Council reminder – please check email —  at times there are issues that feedback is needed before a council meeting J

Meeting adjourned at 8:23 pm

_________________________                      _________________________

Mayor                                                              Fiscal officer.