Meeting Minutes: July 18, 2023

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Meeting Minutes: July 18, 2023

Council called to order by Mayor – Amy Joseph on July 18, 2023

at 7:30 pm.

Invocation –    Ron Searight

Pledge of Allegiance

Those present:   Marcas Heitkamp, Ron Searight, Luke Stephenson,

Rick Shindeldecker, Mary Beougher, Chris Heitkamp.   

Also attending:   Ross Finke, Sandy Schaffner, Robbie Peel, Marge Gehle, Cheif Stetler, Patrolman May, Erin Gardner of the Daily Standard.

Motion Beougher.  Second Searight to accept the agenda as orders of the day. Stephenson called for the question.   Beougher = y, Searight = y, Stephenson = y, M Heitkamp = y, Shindeldecker = y, Heitkamp = yes.  Passed 6 yes.

Motion Searight.  Second Shindeldecker to accept the minutes from the June 18, 2023 council meeting as presented.  Heitkamp called for the question.   Searight = y, Shindeldecker = y, Heitkamp = y, M Heitkamp = y, Stephenson = y, Beougher = y.  Passed 6 yes. 

Visitors to Address Council:

* Note deadline for council agenda the Friday before council at 4 pm.  *

                        ***  time limit 5 minutes  ***

Mayor’s Report and Correspondence: 

Introduction of new patrolman – Caden May.    Welcome – been on duty for 2 weeks and is doing a good job – per Chief Stetler.

Pond Improvement plans include – a pavilion with storage area and restrooms.  Will be getting some quotes.    Similar to size of the Veterans Memorial pavilion for reference.

Mayor noted receipt and review of Mayors Court pay in

and bank statement.

Community Announcements and events:

Tuesday – August 8th – State Special Election –  Community Building

ISSUE 1 – Proposed Constitutional Amendment

Village Administrator’s Report – Aaron Temple  

New water tower –  coming along and they are making up for lost time.   Fab crew moving out and paint crew moving in.   Once paint is done we will begin testing, disinfecting and working on getting electrical completed.  Still looking at October 15th completion date.

South tower rehab —- crew should be arriving August / September time frame.

WWTP — seeing improvements every day — smells sometimes faint but overall good success with processes.

Good news – liability insurance went down $600.

We’ve had some construction debris and other dumping behind the village hall so we will have to install some cameras so the individuals can be caught and fined.

Received  needed asphalt grindings to use as base for new storage facility.  Saving about $4,000 – will be working on concrete this week and next.

Have been in discussions regarding the properties around the new water tower close to the park.  Proposing we sell a couple of lots – stipulations for new housing – and put those funds towards the subdivision.     These lots would be ready to go.  Can discuss more in committee regarding building requirements that would need to be met and making a final decision.    This would be a way we can get more funds towards the sub division development.   We are getting questions about the next phase — we need to keep the subdivision moving forward.  

Complaints about wild animals near vacant homes.   One is being addressed the other we are researching to find official ownership.

Committee Reports:

Finance Committee:   Ron Searight – President

Motion Shindeldecker.  Second Stephenson to pay the bills as presented

Bills – 06/30/2023 – $35,307.70

Bills – 07/18/2023 – $223,966.38 – most is water tower project grant funds

Heitkamp  called for the question.   Shindeldecker = y, Stephenson = y, Heitkamp = y, M Heitkamp = y, Searight = y, Beougher = y.  Passed 6 yes.

Motion Beougher to accept the Mayors Court pay in $101.  Second Stephenson.  Searight called for the question.   Beougher = y, Stephenson = y, Searight = y, M Heitkamp = y, Shindeldecker = y, Heitkamp = y.  Passed 6 yes.

Motion Stephenson to approve the monthly financial reports.  Second Heitkamp.  Shindeldecker called for the question.   Stephenson = y, Heitkamp = y, Shindeldecker = y, M Heitkamp = y, Searight = y, Beougher = y.  Passed 6 yes.

Cash Summary by Fund, Appropriations report, Revenue Report,

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

Motion Shindeldecker to approve supplemental appropriations to date.  Second Heitkamp.  Searight called for the question.  Shindeldecker = y, Heitkamp = y, Searight = y, M Heitkamp = y, Stephenson = y, Beougher = y.  Passed 6 yes.

Motion Shindeldecker to approve additional purchase orders and 3rd quarter BC.  Second Stephenson.  Beougher called for the question.   Shindeldecker = y, Stephenson = y, Beougher = y, M Heitkamp = y, Searight = y, Heitkamp = y.  Passed 6 yes.

Quarterly transfer to Franklin St. Fund  — 3rd quarter – September 5th meeting.   We will review finances and make decision.



1st reading – 06/06/2023

2nd reading – 06/20/2023

3rd reading – 07/18/2023

Motion Shindeldecker.  Second Stephenson.  Searight called for the question.   Shindeldecker = y, Stephenson = y, Searight = y, M Heitkamp = y, Beougher = y, Heitkamp = y.  Passed 6 yes.

ORDINANCE 02-23                        


1st reading – 06/06/2023

2nd reading – 06/20/2023

3rd reading – 07/18/2023

Motion Shindeldecker.  Second Heitkamp.   Beougher called for the question.  Shindeldecker = y, Heitkamp = y, Beougher = y, M Heitkamp = N, Searight = y, Stephenson = y.  Passed 5 yes.

Rules Committee:    Marcas Heitkamp

Updates to Employee Handbook – 

2.0  Hiring process

1.  Job posting will be published on appropriate job boards, newspapers and/or social media.

2.  The appropriate committee, as well as any necessary employees, will host interviews with qualified applicants.

3.  After interviews committee members, any employees involved in the interview process, mayor and remaining council members will hold meeting to decide:

a.   Which applicants would be suitable to fill the job posting

b.   Rank all applicants that were decided to be suitable for position

            c.   Vote on applicants that were deemed suitable

4.  Job will be offered to applicants in descending order based off ranking from step 3

5.  After the job is accepted by applicant notify all other applicants that they were not selected with any necessary feedback if applicable.

a.         If no suitable candidates accept the position the process will start  again at step 1.

6.   After the job is accepted and all other applicants are notified at the next           council meeting the new employee will be announced along with any other pre-employment requirements and obligations.

Motion Searight to approve update to Employee Handbook.  Second Heitkamp.  Stephenson called for the question.   Searight = y, Heitkamp = y, Stephenson = y, M Heitkamp = y, Beougher = y, Shindeldecker = y.  Passed 6 yes.

Service Committee:   Mary Beougher –

Have a call into Vantage regarding the gazebo and bridge project.

Complaint —  Sidewalk on Columbia St beside Holeshot – needs to be fixed.

Safety Committee:     Chris Heitkamp

Economic Development Committee:  Rick Shindeldecker

Reminder – RADC Committee meeting will be July 24th at 7 pm – Library basement. 

Public Utilities Committee:   Luke Stephenson

Old Business:

New Business:

Chief Stetler –   Golf Cart sale —  do not plan to continue using it.   Just taking up storage that could be used for something else.   With council permission will get some feelers to sell to another entity.     All council in agreement if another entity is interested – sell it.

Beougher – Concerns:   Gold Carts are being driven by children — reminder to the community that we have rules and the first rule is MUST be driven by a licensed driver.    Violators (parents) will be fined if you are letting children drive golf carts.    Will put out a Facebook post and reminder on the next water bills.

Beougher – would like to schedule a service committee meeting on August 1st at 7 pm.

Heitkamp —-questions if the village is considering a dog park?   Response – who wants to clean up poo??   Already people walking their dogs let dogs do their business in other people’s yards and don’t clean it up.      Don’t think we want to go down that route or get in the business of cleaning up after someone else’s dogs.

Shindeldecker –   Concerns on the park entrance going in towards the concession stand.   Is it possible to widen the entrance?    There is really only room for one car in or one car out.     Will go down and assess the situation and see what can be done. 

Searight — meeting with Fire Department — voiced concerns about fire alarm and hydrants in the Village Hall area.  

Searight — The Village covers the insurance costs for Rockford Rec, Community Days, and Historical Society.     Need to make sure financials from all these organizations are kept on file.     

M Heitkamp —- why isn’t the Best Brewery in Northwest Ohio selling their beer at Rockford Community Days?       Did have year before — there are some things that need to be worked out but should be available in future events.  Will work out better now that they are canning own beer.

Meeting adjourned    8:03   pm 

_________________________                      _________________________

Mayor                                                              Fiscal officer