Meeting Minutes: October 6, 2020

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Meeting Minutes: October 6, 2020


Council called to order by Mayor Amy Joseph, Tuesday, October 6, 2020,

at 7:30 pm also on Facebook live.

Invocation –   The Lord’s Prayer

Pledge of Allegiance

Those present:  Yoder, Young, Stephenson, Now, Heitkamp

                                    Pontsler – absent

Also attending:  Sandy Schaffner, Robbie Peel, Srgt Stetler, Sydney Albert of the Daily Standard, Marge Gehle, Dave Stephenson, Jeanette Ford, Makenzie Stephenson, Avery Boroff, Audrey Ford – leader and representatives from Girl Scout Troop #20663.

Motion Yoder.  Second Heitkamp to accept the agenda as orders of the day. Stephenson called for the question.  Yoder = y, Heitkamp = y, Stephenson = y,

Young = y, Now = y.  Passed 5 yes.

Motion Now.   Second Stephenson to accept the minutes from the September 15, 2020 council meeting as presented.    Young called for the question.  Now = y, Stephenson = y, Young = y, Yoder = y, Heitkamp = y.  Passed 6 yes.

Visitors to Address Council:

Makenzie Stephenson – Presentation to council.  Working on her Gold Award – this is like the Boy Scout Eagle Scout award –   interested in building a bus stop shelter at Shanes Park.  Shelter size would be 8 x 10 or 10 x 12 depending on placement.  She would be working with Luginbill Construction.  Bus stop would serve any where from 11 to 20 students.   MaKenzie used to go to the bus stop and knows first hand that a shelter area would be beneficial to the children especially on windy, rainy, or snowy days.   Council thought this is a great project.

Motion Yoder, Second Stephenson to approve the Gold Award project.  Young called for the question.  Yoder – y, Stephenson = y, Young = y, Now = y, Heitkamp = y.  Passed 5 yes.

Please note – MaKenzie may be going around doing some fundraising to help with this project – would be great locals if you can give her some assistance!    She will be attending the park board meeting on Thursday to work with the park board regarding finances needed and placement. 

Mayor’s Report and Correspondence: 

**  note new schedule  – 2nd & 4th Mondays at 7:30 pm –

The Mayors Corner Radio Show — Rockford news and updates

Upcoming guests –

Community Announcements and events:

Wednesdays —– Drive-Thru Dinners

            Rockford United Methodist Church 4:30 – 6:30 pm

•           Note new time — Open to the public

Thursday – October 8th – Chamber Board Meeting @ 8:30 am

                                                Park Board Meeting – 7 pm

Sunday – October 11th – Historic Mural Dedication – 3 pm

Sunday – October 11th – Fire Department will be flushing hydrants beginning at 12:30 — includes the whole village.

Mondays October 12th and 26th –   Lions Club meetings

Tuesday – October 13 – Brush pick up

Saturday  –  October 31st – Fall Fest 10 am –  Events throughout the day

Trick or Treat 5 -7 pm  

Monday – November 2nd – Bicentennial Committee meeting – 7 pm

Village Administrator’s Report – Aaron Temple

Income survey to start this week.  Jeff Long will be doing door to door — please fill out the information – very important we get a good response in order to be eligible for water tower grant. 

Covid funds some will be used to update public facilities with touch free toilets and sinks. 

We will be receiving an additional – $39,000 covid funds yet this week.  Will be discussing plans for the funds at the next finance meeting.

Have not set leaf pick up yet — still a little early. 

Committee Reports

Finance Committee –  Shane Young  

Motion Heitkamp.   Second Yoder to pay bills as submitted  – $ 34,974.41. Normal bills, street lighting.  Some concerns on radio station expenses.  Now called for the question.   Heitkamp = y, Yoder = y, Now = y, Young = N, Stephenson = y,  Passed 4 yes. 

Motion Heitkamp to approve the monthly financial reports.  Second Now.  Stephenson called for the question.  Heitkamp = y, Now = y, Stephenson = y, Yoder = y, Young = y.  Passed 5 yes.

Cash Summary by Fund, Appropriations report, Revenue Report,

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

Motion Heitkamp to approve supplemental appropriations to date.  Second Yoder.  Stephenson called for the question.  Heitkamp = y, Yoder = y, Stephenson = y, Young = y, Now = y.    Passed 5 yes.

Motion Stepheson to approve additional purchase order and 4th quarter blanket certificates.  Second Yoder.  Now called for the question.  Stephenson = y, Yoder = y, Now = y, Young = y, Heitkamp = y.  Passed 5 yes.

Finance meeting held on September 30th —- many finance issues discussed.

2021 Appropriations  – 1st of 3 reading next meeting.

2021 Pay Schedule –  review for next meeting passage.

Tax Ordinance – review –  to no longer offer credits to other Ohio cities and Indiana counties.  1st reading next meeting.

What does this mean – no longer offering tax credits?   – This means that residents would pay the full 1% income tax rate to the Village of Rockford.  Those residents currently working outside the village that get tax credits for other Ohio cities and Indiana counties would no longer received credit as taxes paid to Rockford. 

The Rockford Tax rates were set in 1986.  Think of all the money that has been credited to other communities in the area that has helped them grow and make developments.   We have been doing a great job with the funds in the past BUT — in order to make future developments and promote job growth we need additional income.   We estimate the additional funds would be about $40,000 per year and those funds would be set aside each year in a capital outlay line item within the General Fund.

As additional information the income tax supports streets, parks, police protection, village office, and the subdivision land payments.    

Other needs include – the water tower and working towards an Industrial Park.

The ordinance would go into effect in January 2021.  Estimated tax payments would increase and start collecting in April 2021.  

At the direction of the Council of the Village of Rockford  – the Coronavirus Relief funds should be spent in the following manner:

1.         Because of the Covid shut down – the Village offices were closed to the public.     The Village purchased a new drop box and referred people to drop water and / or tax payments in the drop box.   In an effort to ensure that the drop box drop offs were safe – the village purchased and installed a camera system in order to monitor any problems that may arise from the residents dropping off payments. 

The cost of the drop box and the camera systems – approximately $500.

2.         With the Village offices being shut down, we had to find a way to keep our council meetings open to the public.   The Village installed several access points from Wabash Communications that has allowed us to stream our Facebook Live meetings online.  

The cost of the additional access points throughout the village offices  – approximately $1792.01 – actual .

3.         According to the guidelines How to Use Coronavirus Relief funds from the from the Ohio Grants Partnership –  “Update public facilities with touchless equipment” is listed.   The Village will hire M Bruns Plbg to updated all public facilities with touchless equipment.   The Rockford Community Building, The Shane Hall building, The Shanes Park restroom facilities,  The Village Offices, The Water Plant and the Wastewater Treatment plant at a cost of approximately  $25,000.  Final quote still needed to date.

4.         In order to provide clean air circulation to groups that are renting our community building.   We will be providing new air units.   The Village will hire M.Bruns Plbg update and install new air units the Rockford Community Building at a cost of approximately $26,000.  Final quote still needed to date.

Please note – these are estimates – these are not the final exact numbers.   In order to document the processes this is the information we have as of this date.

These projects are for the public health and safety in the Village of Rockford and were not accounted for in the 2020 budget for the Village of Rockford.

Expenses will be paid by December 30,2020.

Motion Yoder.  Second Stephenson.  Now called for the question.  Yoder = y, Stephenson = y, Now = y, Young = y, Heitkamp = y.  Passed 5 yes.

Judy Koesters —  Retain services as Solicitor for 2021 – Judy and council in agreement.     Resolution for next meeting.

Next Finance committee meeting – October 13th at 1 pm.

Service Committee:   Greg Pontsler  – absent

Safety Committee:     Chris Heitkamp –  (Mr. President)

Economic Development Committee:  Brad Now –

Shanes Crossing Subdivision – Lots for sale – 20% discount/ build through – December 2021.   

Motion Youngto approve Proposal to purchase property known as the “Tuway Ball Diamond” located in the Village of Rockford by Luginbill Construction.  

Second Stephenson.  Now called the question.  Young = y, Stephenson = y, Now = y, Yoder = y, Heitkamp = y.  Passed 5 yes.

Public Utilities Committee:   Luke Stephenson – 

Rules Committee:    Jessica Yoder

Old Business:

New Business:           

Because of Covid our outdoor venue at Shanes park is being reserved more and more.    We are looking at the gazebo area – the need for space to put up chairs for guests.    Several of the trees may need to be transplanted to another area.  We are welcoming this new trend of outdoor weddings and we are thankful we have a beautiful park !

Meeting adjourned at 7:58.

_________________________                      _________________________

Mayor                                                              Fiscal officer.