Meeting Minutes: May 2, 2023
Council called to order by Mayor – Amy Joseph on May 2, 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, Robbie Peel, Marge Gehle, Srgt Stetler,
Chief May, Randy Now, Brett Jones and Erin Gardner of the Daily Standard.
Motion Searight. Second Beougher to accept the agenda as orders of the day
Stephenson called for the question. Searight = y, Beougher = y , Stephenson = y, M Heitkamp = y , Shindeldecker = y, Heitkamp = y. Passed 6 yes.
Motion Searight. Second Stephenson to accept the minutes from the April 18, 2023 council meeting as presented. M Heitkamp called for the question. Searight =- y, Stephenson = y, M Heitkamp = y, Beougher = y, Shindeldecker = y, Heitkamp = 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:
Community Announcements and events:
Accepting Groups / organizations to participate in 2023 Community Days –
June 16 & 17. Contact Amy Joseph at 419-953-7874 or
Crystol Rasbach – 419-908-1784
**Proceeds to new shelter house at Shanes Park Pond.**
Village Administrator’s Report – Aaron Temple –
Main Street property has been cited for needing clean up. The owner and the insurance company have been sent certified mail. So far no attempt at cleaning up. It’s un-sightly and dangerous. We are taking the proper steps to condemn and if we need to tear it down we will assess the costs to the property.
Water tower update – Caldwell has received the required permits to install. New completion date is November of this year. We will revisit the demo date later – may be late Winter / Spring of next year.
Odor issues – the deodorizer has put a band aid on the problem. We met with another company last week that specializes in maintenance of wastewater treatment. We are reviewing their processes and making considerations to move in that direction. Will take a couple of months to get the processes going.
Committee Reports
Finance Committee: Ron Searight – President
Motion Stephenson. Second Shindeldecker to pay the bills as presented – $12,078.83. Beougher called for the question. Stephenson = y, Shindeldecker = y, Beougher= y, M Heitkamp,= y Searight = y, Heitkamp= y. Passed 6 yes.
Motion Shindeldecker to approve the monthly financial reports. Second Stephenson. Searight called for the question. Shindeldecker = y, Stephenson = y, Searight = y, M Heitkamp = y, Beougher = y, Heitkamp = 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. M Heitkamp called for the question. Shindeldecker = y, Heitkamp = y, M Heitkamp = y, Searight = y, Stephenson = y, Beougher = y. Passed 6 yes.
Motion Shindeldecker to approve additional purchase orders. Second Beougher. M Heitkamp called for the question. Shindeldecker = y, Beougher = y, M Heitkamp = y , Searight = y, Stephenson = y, Heitkamp = y. Passed 6 yes.
Finance Committee meeting held – just before council meeting – discussed pay scale for the police department.
Preliminary budget to County Auditor – by July 15th.
Financial audit from the State is beginning – Years 2021/2022- will be receiving some emails / questions – please reply in a timely manner.
Quarterly transfer to Front St. Fund – added to agenda so we remember to note the amount of transfer and where the funds are coming from each quarter.
Service Committee: Mary Beougher –
In order to qualify for the Community Development Block GRANT – Neighborhood Revitalization Program in the amount of $700,000 for the Franklin Street project, we (residents of the community) need to do some work to qualify.
Residents encouraged to get survey returned by the end this week !
May 16th – Public Meeting #2 – begins at 7 pm
Brice will return and give us survey results and answer any questions.
Safety Committee: Chris Heitkamp
Economic Development Committee: Rick Shindeldecker
The RADC Committee held a community economic development meeting on Tuesday – April 25th at 7 pm – at Shane Hall. The next RADC meeting will be held on May 22nd at the Rockford Library beginning at 7 pm – discussions on the needs of Rockford will continue.
Public Utilities Committee: Luke Stephenson –
Radio Station Board will be doing some updates to the WRKD By-laws.
Rules Committee: Marcas Heitkamp
Employee Handbook – Nepotism 2.9
Current:
The members of the immediate family of current Village employees shall be ineligible for full-time or permanent part-time employment by the Village.
For the purpose of this section, immediate family shall be defined as
Parents
Grandparents
Children
Grandchildren
Spouse
Siblings; or
Any other person related to the employee by blood or marriage and residing in the same household.
Suggested Revision:
The fundamental goal of the management plan is to mitigate actual and perceived favoritism and conflicts of interest and loyalty by establishing appropriate processes for employment and financial decisions.
It is the goal of the village to avoid creating or maintaining circumstances in which the appearance or possibility of favoritism, conflicts or management disruptions exist. The village may allow existing personal relationships to be maintained or employ individuals with personal relationships to current employees under the following circumstances:
For the purpose of this section, immediate family shall be defined as
Parents
Grandparents
Children
Grandchildren
Spouse
Siblings; or
Any other person related to the employee by blood or marriage and residing in the same household.
No village employee may make, participate in, or attempt to influence employment or other business decisions involving a relative or pressure or cause others to do so. Therefore, there can be no direct reporting or supervisory relationship between relatives, and all “employment decisions” must be made by others. If an individual is to be assigned to a position that is under the supervision or control of a relative who has or may have a direct effect on the individual’s progress or performance, or an individual is to be assigned to a position with the same immediate supervisor as a relative, a management plan must be devised and approved by the village council.
A management plan is also required when an individual already assigned to a position becomes a relative of a supervisor, subordinate, or someone who works for the same immediate supervisor.
Old Business:
2023 is an Election Year — Mayor and 2 council seats. If interested pick up petitions at the Board of Election with information on how to file to be on the ballot in November. Deadline – August 9th at 4 pm.
Motion Searight. Second Beougher to go into Executive Session – Personnel / Security. Shindeldecker called for the question. Searight = y, Beougher = y, Shindeldecker = y, M Heitkamp = y, Stephenson = y, Heitkamp = y. Passed 6 yes. Time: 7:49 pm
Motion Searight to come out of Executive Session. Second M Heitkamp. Shindeldecker called for the question. Searight = y, M Heitkamp = y, Shindeldecker = y, Stephenson = y, Beougher = y, Heitkamp = y. Passed 6 yes.
Time: 8:36 pm.
Action taken – Motion M Heitkamp. Second Stephenson to make edits as discussed to the Parkway Security Contract. Shindeldecker called for the question. M Heitkamp = y, Stephenson = y, Shindeldecker = y, Searight = y, Beougher = y, Heitkamp = y. Passed 6 yes.
New Business:
Meeting adjourned 8:43 pm
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Mayor Fiscal officer
