Meeting Minutes: November 1, 2022
Council called to order by Mayor Amy Joseph, Tuesday, November 1, 2022
at 7:30 pm.
Invocation – Ron Searight
Pledge of Allegiance
Those present: Marcas Heitkamp, Ron Searight, Luke Stephenson, Mary Beougher, Rick Shindeldecker, Chris Heitkamp.
Also attending: Sandy Schaffner, Robbie Peel, Marge Gehle, Chief May, Srgt Stetler and Erin G of the Daily Standard.
Motion Searight. Second Stephenson to accept the agenda as orders of the day
Shindeldecker called for the question. Searight = y, Stephenson = y, Shindeldecker = y, M Heitkamp = y, Beougher = y , Heitkamp = y. Passed 6 yes.
Motion Searight. Second Stephenson to accept the minutes from the October 18, 2022 council meeting as presented. Shindeldecker called for the question. Searight = y, Stephenson = y, Shindeldecker = y, M Heitkamp = y, Beougher = y, Heitkamp = y. Passed 6 yes.
Visitors to Address Council:
Mayor’s Report and Correspondence:
Congratulations to Rockford’s Citizen of the Year – Karla Butler.
One of the greatest gifts –the giving of your time — Thank you Karla for all you do through Helping Hands Thrift store and Parkway Food Pantry.
Thank you to the Rockford Chamber for sponsoring and promoting Fall Fest – was a perfect day for an event.
Christmas at the Park — Volunteers needed — 😊. Will plan a decoration day on Sunday – November 6th at 2 pm.
Santa arrives on Sunday – November 27th — looking at having a Light Parade.
Community Announcements and events:
November 4th – St. Teresa Chili Supper – Community building
4:30 – 7 pm – All are welcome ! Free will donations accepted.
November 5th – Lions Club Pork Chop Dinner fundraiser
Night at the Races – Community building
November 8th – General Election – Community building
November 26th – Small Business Saturday
December 25th – Together at Christmas – sponsored by local churches.
Free meal – All are welcome – Community building.
Village Administrator’s Report – Aaron Temple –
It’s possible that the South Water tower rehab will be overlapping with the New Water Tower construction. We may need to rely on the Old Tower for approx.. 30 days or so. If so, we will need to have someone on call to do nightly checks so we don’t run into any issues.
Leaf pick up continues – reminder please don’t put leaves around mail boxes, light poles and trees — this makes the pick up take longer than necessary.
We have noticed some of the mail boxes are leaning towards the street — residents will want to get these fixed before snow comes down and so that our plows don’t take out your mail box.
This is the last week of deodorizing at the wastewater treatment plant — We think the odors were considerably less this year and will continue the process beginning again in the Spring.
Selling 2 more lots at the subdivision gives us only 2 lots available to sell. While we can’t complete Phase II since estimates came in at 1.5 million – we are going to look at options for the next culdeac. Will need to have a finance meeting to figure how to move forward with the project.
Finance Committee: Ron Searight – President
Motion Shindeldecker . Second Heitkamp to pay the bills as presented –
$ 8,162.47. Beougher called for the question. Shindeldecker = y, Heitkamp = y, Beougher = y, M Heitkamp = y, Searight = y, Stephenson = y. Passed 6 yes.
Motion Shindeldecker to approve the monthly financial reports. Second Stephenson. Heitkamp called for the question. Shindeldecker =y, Stephenson = y, Heitkamp = 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 Stephenson. Heitkamp called for the question. Shindeldecker = y, Stephenson = y, Heitkamp =y, M Heitkamp = y, Searight = y, Beougher = y. Passed 6 yes.
Motion Shindeldecker to approve additional purchase orders. Second Stephenson. Beougher called for the question. Shindeldecker = y, Stephenson =y, Beougher = y, M Heitkamp = y, Searight = y, Heitkamp = y. Passed 6 yes.
Motion Shindeldecker to approve – 2023 Pay Schedule. Second Beougher. Heitkamp called for the question. Shindeldecker = y, Beougher = y, Heitkamp = y, M Heitkamp = y, Searight = y, Stephenson = y. Passed 6 yes.
AN ORDINANCE TO MAKE APPROPRIATIONS FOR THE CURRENT EXPENSES AND OTHER EXPENDITURES OF THE VILLAGE OF ROCKFORD, STATE OF OHIO, DURING THE FISCAL YEAR ENDING DECEMBER 31,2023
1st reading – 11/01/2022
Finance committee meeting scheduled for Wednesday – November 9th @ 7 pm.
Service Committee: Mary Beougher
Motion Searight to approve Amy Joseph as the Park Manager for Year 2023. Second Stephenson. Heitkamp called for the question. Searight = y, Stephenson = y, Heitkamp = y, M Heitkamp = y, Beougher = y, Shindeldecker = y. Passed 6 yes.
Motion Shindeldecker to approve Lori Burtch – cleaning Park buildings beginning November 2022. Second Stephenson. Searight called for the question. Shindeldecker = y, Stephenson = y, Searight = y, M Heitkamp =y, Beougher = y, Heitkamp = y. Passed 6 yes.
Safety Committee: Chris Heitkamp
Safety Committee meeting was held at 7 pm before council meeting – discussed: the need for part time patrol – schedule – hours and coverage – and will put that on hold for now.
Steve Gehle has resigned from the Tree Committee — We need volunteers ~~ if no one steps forward we will no longer have need of a tree committee or continue being a Tree City.
Light has been fixed on 118 / 33 – thank you. Several questions on Pearl Street trees needing trimmed. Recommended checking it out and getting a quote to see how much it will cost for trimming the branches back so they are not hanging over the street.
Economic Development Committee: Rick Shindeldecker
Shanes Crossing Subdivision – sold another 2 lots – 2 Lots left for sale – contact Tammy Cheek with Homes at Ohio’s Edge Realty.
New Business – Opportunity in Rockford, Ohio –
Corner of Main Street and Columbia Street call RCS Construction
Public Utilities Committee: Luke Stephenson –
Base water rate increase from $33.00 to $53.00 – Beginning January 2023
Village will no longer be sending monthly shut off letters – if not paid in full by the end of each month water services will get shut off – $25 fee will be assessed to the next billing cycle.
WRKD updates – had a meeting last Saturday. We are looking at ways to get more name recognition – mailers, t-shirts, etc. As has been discussed some improvements to the studio.
DORA – previous weekend at Fall Fest was the first event. Went well.
Rules Committee: Marcas Heitkamp
In reviewing the Employee Handbook — recommendation to update some
Verbiage and policy guidance – information will be presented.
4.3 – Overtime
4.4 – Standby time
4.5 – Callout pay
Had some discussion with committee members Luke and Chris – some of the verbiage is outdated or no longer following processes. Will be looking at 1 or 2 sections each month. Review necessary / recommended changes. Then vote at the next meeting. Looking at over the next year completing the project – going slow and reviewing each section. Once completed we will have an updated handbook for council approval. Reviewed information that was presented – high lighted sections are updates or changes.
Will be reviewing call out procedures and when it’s an emergency vs random requests. We are more than willing to help, but we need to re-establish boundaries. Employees that are off work should have quality time off and should not be getting called randomly when off the clock with non emergency issues that can be handled during office hours. If residents have an emergency – YES call 911 and help will come.
Reviewed the presented material and made some changes. Marcas will update and send out copies. Please review as this will be on the next agenda – if you have questions or comments – direct to Marcas.
Parking Ordinance has been updated and given a new number – please review. Will be on the next agenda.
Motion Searight. Second Shindeldecker to approve the Parade of Lights parade on Sunday – November 27th – time to be determined route will be down Franklin Street to Front Street to Shanes park. Heitkamp called for the question. Searight = y, Shindeldecker = y, Heitkamp = y, M Heitkamp = y, Stephenson = y, Beougher = y. Passed 6 yes.
Motion M Heitkamp to go into Executive Session. Second Shindeldecker. Searight called for the question. M Heitkamp = y, Shindeldecker = y, Searight = y, Stephenson = y, Beougher = y, Heitkamp = y. — Time 8:25 – regarding Personnel
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 8:51
No action taken
Meeting adjourned 8:51 pm
Mayor Fiscal officer