Meeting Minutes: May 7, 2024

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Meeting Minutes: May 7, 2024

Council called to order by Mayor Ron Searight on May 7, 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:   Sandy Schaffner, Ben Reigle, Brody Reigle,  Chief Stetler, Tammy Cheek, Matt Denny, Jensen Denny, Ross Finke and Erin G of the Daily Standard.

Motion Shane.  Second Luke to accept the agenda as orders of the day.

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

MotionChris.  Second Marcas  to accept the minutes from the April 16, 2024 council meeting as presented.   Shane called for the question.  Chris = y, Marcas = y, Shane = y, Mark = y, Luke = y, Mary = Y.  Passed 6 yes.

Mayor’s Report and Correspondence: 

Past 2 weeks met with 2 people in the office and 1 on the phone.  Met with 7 other people during walks around down regarding various issues.  Met with 1 civic organization and 2 businesses.

Thank you to the Chamber of Commerce for the Spring Fling and all their hard work in organizing the event.  It was a wonderful day to meet with many people and enjoy seeing people visiting our town.  Was a great time.

Another BIG thank you to Barrys’ Market for serving this community for the last 36 years as you will be missed.  We also want to recognize A & A Greenhouse for 25 years of business in the Rockford Area.  We also had a resident – Neil Schaffner – was selected into his college Hall of Fame for his baseball career.  He is currently the Parkway Head Baseball coach.   Another resident – Ryan Thompson – was selected as Top Baseball Official from OHSAA — if you get a chance please congratulate these in their accomplishments.

Also noted a deserving thanks to  Divine Rehab and Nursing at Shane Hill for adopting 2 miles of highway to keep clean for the rest of the year.  Let’s do our part in making Rockford cleaner and looking as good as it can.  It’s getting nice out so let’s spruce up the town and take pride in where we live.  

Upcoming Community information & events:

Memorial Day –   Rockford American Legion @ 11 am.

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

Village Administrator’s Report – Aaron Temple  

Fremont solids sampling – will have a month of information this week and we will begin to review the data.  Will continue for another 2 months.

Bid opening for Franklin St project — information later in the meeting.

First St property — working with contractors on demo.

Pearl St. property – still waiting on estate in order to proceed.

Several grass and weed ordinance violations were mailed and several more to be mailed this week.   2 have come into compliance. 

Committee Reports:

Finance Committee:  Shane Young

Motion Luke to pay the bills as presented   $  $12,697.40.  Second Marcas.  Mary called for the question.   Luke = y, Marcas = y, Mary = y, Mark = y, Shane = y, Chris = y,  Passed 6 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, Chris = 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 Marcas  to approve supplemental appropriations to date.  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 approve additional purchase orders.  Second Mary.  Mark called for the question.   Luke = y, Mary = y, Mark = y, Marcas = y, Shane = y, Chris = y.  Passed 6 yes.

The 2025 Budget is due to the county auditor by July 15th.

Rules Committee:    Mark Heitkamp

Consideration for addition to the Employee Handbook:

Compensation Section

4.14     Insurance

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 as defined by the insurance company.

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 employee classification, village insurance costs & insurance budgets.  If there is an HSA contribution from the village, it 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 1 deadline may or may not receive village contribution mentioned above.

Motion Marcas to approve the addition to the employee handbook.  Second Chris.  Shane called for the question.   Marcas = y, Chris = y, Shane = y, Mark = y, Luke = y, Mary = y.  Passed 6 yes.

Ordinance 01-24


Motion Marcas to suspend the rules and pass this Ordinance as an emergency.  Second Luke.  Mary called for the question.   Marcas = y, Luke = y, Mary = y. Mark = y, Shane = y, Chris = y.  Passed 6 yes.

Motion Marcas to approve Ordinance 01-24.  Second Luke.  Mary called for the question.   Marcas = y, Luke = y, Mary = y, Mark = y, Shane = y, Chris = y.  Passed 6 yes.

Service Committee:   Mary Beougher –

Made a donation to the Parkway SMILE group. 

Please use concern forms if you have information to report.

Safety Committee:     Chris Heitkamp

Working on ordinance regarding solar panels in the village.

Economic Development Committee:  Marcas Heitkamp – Council President

Motion Luke to approve the Franklin Street bid and Contractor – $1,539,069.60 for Hohenbrink Excavating. LLC.   Second Shane.  Chris called for the question.  Luke = y, Shane = y, Chris = y, Marcas = y, Mark = y, Mary = y.  Passed 6 yes. 

Motion Mary to authorize – Village Administrator,  Aaron Temple,  to sign all documents:  Notice of Award, Notice to Proceed, and Standard Form Agreement for the Franklin Street reconstruction project.  Second Shane.  Luke called for the question.   Mary = y, Shane = y, Luke = y, Marcas = y, Mark = y, Chris = y.  Passed 6 yes.

Public Utilities Committee:   Luke Stephenson

Old Business:            

Visitors to Address Council:  

Tammy Cheek – vacating alley between Lots 328 & 327.

New Business:

Thank you for your service for May — Aaron Temple– 17 years and

Chris Sutter – 22 years.

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

_________________________                      _________________________

Mayor                                                              Fiscal officer