Meeting Minutes: March 5, 2024
Council called to order by Mayor Ron Searight on March 5, 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 – absent.
Also attending: Ross Finke, Sandy 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.
Shane called for the question. Marcas = y, Mark = y, Shane = y, Luke = y, Mary = y. Passed 5 yes.
Motion Marcas. Second Luke to accept the minutes from the February 20, 2024 council meeting as presented. Mark called for the question. Marcas = y, Luke = y, Mark = y, Mary = y, Shane = y. Passed 5 yes.
Mayor’s Report and Correspondence:
Statement – Was recently on vacation out of the area and didn’t have cell service at times. Have tried calling everyone back to answer questions as honestly and to the best of my knowledge. Reminder — if there are concerns we have forms to fill out and will be reviewed in a timely manner. All concerns need to be documented at the village office so as we are not relying on word of mouth.
Forms are also on the web site:
Upcoming Community information & events:
March 19 – Primary Election – Rockford Community Building
March 26,27,28 – Village Office closed —- (Continuing Education)
March 29th – Village office closed – Good Friday
March 29 – Rockford Community – Good Friday Service – Community Building at 7 pm
March – 30 – Shanes Park Easter Egg Hunt – 1 pm (Volunteers and donations needed – contact Amy Joseph or Sandy Schaffner)
April 6 – Lions Club Quarter Auction – Community Building
Village Administrator’s Report – Aaron Temple
Franklin St – trees have been taken down and stump grindings will be cleaned up. Received Letter of Understanding from Parkway regarding the additional parking and walk path improvements. All approved and signed. Will be submitted to the engineers for the file.
The lagoon cover has been ordered. Will be submitting a Letter of Understanding to OWDA for funding and reasons why we didn’t go out to bid. Only 2 options and 1 giving us red flags and asking to transfer funds to offshore bank account.
Several problems at the collection system at the lift station. Needing to change seals on pumps. Should be completed this week.
Other problems — a main plugged on Franklin / Main street – got service going but need to camera the area so we can fix the problem – whatever it might be.
Several properties – First St – will forward paper to proper individuals that can make decisions. Didn’t realize it was in such bad shape. Pearl St – barn has come down and waiting on owner to get it cleaned up. Pearl St – house has been boarded up. Have had some conversation with bank stating we don’t want to be waiting around a long length of time. We need it cleaned up.
Community building – sound system is here and the ceiling tiles have been ordered. Will coordinate with Amy on scheduling the install — hopefully won’t take longer than a week.
Have been doing some cross training — Blair working on water billing.
Committee Reports:
Finance Committee: Shane Young
Motion Marcas to pay the bills as presented $160,822.81 . Second Luke. Mark called for the question. Marcas = y, Luke = y, Mark = y, Mary = y, Shane = y. Passed 5 yes.
Motion Mary to approve the monthly financial reports. Second Luke. Mark called for the question. Mary = y, Luke = y, Mark = y, Marcas = y, Shane = y. Passed 5 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 Marcas to approve supplemental appropriations to date. Second Mark. Mary called for the question. Marcas = y, Mark = y, Mary = y, Luke = y, Shane = y. Passed 5 yes.
Motion Luke to approve additional purchase orders. Second Marcas. Mary called for the question. Luke = y, Marcas = y, Mary = y, Mark = y, Shane = y. Passed 5 yes.
Rules Committee: Mark Heitkamp
Suggested — Employee Handbook updates:
ARTICLE 6 – VACATION LEAVE
6.1 Eligibility
Each full-time employee shall be entitled to one week of vacation after having 6 months of service; two weeks after 1 year of service; three weeks after 5 years of service; 4 weeks after 10 years of service, 5 weeks after 20 years of service.
Vacation eligibility is based upon an employee’s anniversary date. After the first year of employment, every employee’s anniversary date will revert back to January 1st. * Council reserves the right to adjust eligibility at the time of employment.
6.2 Granting
Employees may be granted vacation leave in full day increments with approval of the applicable supervisor, based upon the following regulations:
1. Employees should notify the applicable supervisor (by giving notice either by leave form or by email – make sure clerk has a copy to put with payroll records), a minimum of four weeks prior to a requested full week or more of vacation. However, leave may be granted with less notice upon approval of the employee’s immediate supervisor; and
2. Employees must notify the applicable supervisor (by completing a leave form or by email – make sure clerk has a copy to put with payroll records.), a minimum of three days prior to a requested full day of vacation. However, leave may be granted with less notice upon approval of the employee’s immediate supervisor.
3. Only one Village Employee may be off in each department on any given day using vacation or comp time. (05/08)
6.3 Compensation in lieu of Vacation
Employees may have up to their annual accrual of vacation leave paid per year in lieu of time off, provided a week of vacation is taken, whether it is taken consecutively or not. However, no vacation or sick leave will accrue for the time paid. Employees wishing to receive compensation in lieu of vacation shall note the number of days to be compensated on their time sheets. Unused vacation payouts will be issued on a separate check.
6.4 Payment upon Retirement
Vacation leave that has been accumulated by an employee shall be paid to a retiree at a rate of one day of pay for every day of accumulated vacation leave. If an employee is terminated or quits, said employee shall not be paid any vacation leave, unless otherwise agreed to by council.
Motion Shane. Second Luke. Marcas called for the question. Shane = y, Luke = y, Marcas = y, Mark = y, Mary = y. Passed 5 yes.
ARTICLE 7 – PERSONAL LEAVE
7.1 Eligibility
All full-time employees shall receive 40 hours or personal leave annually. A newly hired full-time employee shall receive personal leave based on the following:
1. If appointed before April 30, 40 hours;
2. If appointed on or after May 1 but before September 1, 20 hours; and
3. If appointed on or after September 1, 12 hours.
7.2 Accumulation
Any unused personal leave remaining at the end of the calendar year, or when an employee’s employment is terminated, shall lapse.
7.3 Granting
Employees may be granted personal leave in increments of 1 hour upon approval of applicable supervisor, based upon the following regulations:
1. Employees must notify the applicable supervisor by completing a Request for Leave form or by email, a minimum of three days prior to a request to use more than eight consecutive hours of personal leave. However, leave may be granted with less notice upon approval of the employee’s immediate supervisor.
Motion Mary. Second Luke. Marcas called for the question. Mary = y, Luke = y, Marcas = y, Mark = y, Shane = y. Passed 5 yes.
Service Committee: Mary Beougher –
Safety Committee: Chris Heitkamp – absent
Economic Development Committee: Marcas Heitkamp
RADC – didn’t make the meeting. Next one will be later this month.
Public Utilities Committee: Luke Stephenson
The current electric aggregation with Energy Harbor at the rate of $0.0477 ends in May . The new contract will begin in May (June billing). Energy Harbor has won the renewal contract. The rate will be $0.0607 and the contract will end December 2025. The current (price to compare) of the utility is $.108 but that will change in June, and the rate has not been published yet.
Opt out letters will be coming to all residents and small businesses that are currently in the aggregation or directly with the utility. DO NOTHING and you will be in the next aggregation. You must OPT OUT if you do not want to participate in the aggregation.
Old Business:
Mary – getting a quote from Mercer Metal for a plaque for Joyce Emans memorial. Also getting quotes on a tree.
Visitors to Address Council: none
New Business:
Mayor to council —- Like what you are doing. Holding more committee meetings but getting issues solved and communicating. Good efforts and I want the residents to know you are working hard and doing a good job. Thank you.
Meeting adjourned 7:53 pm
_________________________ _________________________
Mayor Fiscal officer
