August 2015 Meeting Minutes

REGULAR MEETING

COUNCIL OF THE VILLAGE OF ANTWERP

 

AUGUST 17, 2015

 

THE REGULAR MEETING OF THE VILLAGE OF ANTWERP COUNCIL WAS CALLED TO ORDER AT 5:30 P.M. BY MAYOR TOM VANVLERAH.  COUNCIL PERSONS PRESENT: KEITH WEST, KEN REINHART, LARRY RYAN, STEVE DERCK AND COUNCIL PRESIDENT JAN REEB.

 

ALSO IN ATTENDANCE: SOLICITOR MELANIE FARR, POLICE CHIEF GEORGE CLEMENS, ADMINISTRATOR SARA KEERAN, FISCAL OFFICER AIMEE LICHTY AND EMS BILLING CLERK ASHLEY MCDOUGAL. MEDIA PRESENT:  JOE SHOUSE FROM PAULDING PROGRESS.  ALSO IN ATTENDANCE WAS VISITOR KEITH NERN FOR OBSERVATION ONLY.

 

v  MOTION MADE BY REINHART, SECONDED BY WEST, TO EXCUSE RUDY REEB FROM AUGUST COUNCIL MEETING.  5 YEAS, 0 NAYS.  MOTION CARRIED AND APPROVED.

 

MINUTES FROM THE REGULAR COUNCIL MEETING HELD JULY 20, 2015, WERE REVIEWED.

 

v  MOTION MADE BY RYAN, SECONDED BY JAN REEB, TO ACCEPT THE MINUTES FROM THE JULY 20, 2015, COUNCIL MEETING.  5 YEAS, 0 NAYS.  MOTION CARRIED AND APPROVED.

 

THE JULY DISBURSEMENTS WERE REVIEWED.  DISCUSSION ON EXPENSE REPORT APPROVAL PROCESS.

 

v  MOTION MADE BY JAN REEB, SECONDED BY WEST, TO APPROVE THE JULY RECONCILIATION REPORT.  5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

POLICE REPORT

CHIEF CLEMENS REPORTED 139 CALLS FOR SERVICE AND 47 CITATIONS FOR THE MONTH OF JULY.  CLEMENS ALSO ASKED COUNCIL TO MOVE FORWARD ON BUILDING/HOUSING STANDARDS FOR RESIDENTIAL PROPERTIES. CLEMENS HAD PICTURES SHOWING CONDITIONS OF A BUILDING IN ANTWERP WITH THREE FAMILIES RENTING APARTMENTS THEREIN.  CLEMENS ALSO ASKED COUNCIL TO CONSIDER ADDING ANOTHER CAMERA AT THE PARK FOR THE WAR MEMORIAL.  KEERAN WILL OBTAIN QUOTES ON COST TO INSTALL CAMERA.

 

EMS REPORT

A WRITTEN REPORT SHOWING 43 RUNS FOR THE MONTH OF JULY WAS PROVIDED.  EMS BILLING CLERK MCDOUGAL PROVIDED A WRITTEN REPORT SHOWING EMS RUN COLLECTIONS YEAR-TO-DATE OF $15,338.25, AND ANSWERED QUESTIONS OF COUNCIL CONCERNING COLLECTIONS TO DATE.

 

FISCAL OFFICER’S REPORT

AIMEE LICHTY INFORMED COUNCIL THAT SHE HAD RECEIVED SECOND HALF PROPERTY TAXES FROM COUNTY AUDITOR.  SHE INFORMED COUNCIL THAT THE VILLAGE IS SWITCHING TO NEW LIFE INSURANCE AND VISION INSURANCE CARRIERS AT A SAVINGS OF APPROXIMATELY $85.00 PER MONTH. A MOTION WAS PASSED AT LAST COUNCIL MEETING TO EXPEND $2,000.00 FOR SOFTWARE UPGRADES – PAYROLL 2.0 AND BUDGETARY 2.0.  LICHTY ASKED FOR A MOTION TO AMEND THIS MOTION AS SHE LEARNED AFTER THE JULY COUNCIL MEETING THAT THE PAYROLL 2.0 SOFTWARE UPGRADE HAD ALREADY BEEN INSTALLED.

 

v  MOTION MADE BY REINHART, SECONDED BY DERCK, TO AMEND MOTION FROM JULY 20, 2015, MEETING ON THE SOFTWARE UPGRADE FOR BUDGETARY 2.0 AND PAYROLL 2.0 FOR $2,000.00 TO ONLY BE A MOTION TO EXPEND $1,000.00 FOR UPGRADE ON BUDGETARY 2.0 SOFTWARE. 5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

EMERGENCY READING OF ORDINANCE NO.  2015-23: AN ORDINANCE AUTHORIZING THE VILLAGE FISCAL OFFICER TO TRANSFER $5,000.00 FROM THE GENERAL FUND TO THE COUNCIL CONTRACTUAL FUND, AND DECLARING THE SAME TO BE AN EMERGENCY.

 

v  MOTION MADE BY RYAN, SECONDED BY DERCK, TO SUSPEND THE RULES REGARDING ORDINANCE NO. 2015-23. 5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

v  MOTION MADE BY RYAN, SECONDED BY REINHART, TO ACCEPT ORDINANCE NO. 2015-23. 5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

EMERGENCY READING OF ORDINANCE NO. 2015-24: AN ORDINANCE AUTHORIZING THE VILLAGE FISCAL OFFICER TO TRANSFER $9,000.00 FROM THE GENERAL FUND TO THE STORM SEWER CONTRACTUAL FUND, AND DECLARING THE SAME TO BE AN EMERGENCY.

 

v  MOTION MADE BY DERCK, SECONDED BY WEST, TO SUSPEND THE RULES REGARDING ORDINANCE NO. 2015-24. 5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

v  MOTION MADE BY DERCK, SECONDED BY WEST, TO ACCEPT ORDINANCE NO. 2015-24. 5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

EMERGENCY READING OF ORDINANCE NO. 2015-25: AN ORDINANCE AUTHORIZING THE MAYOR AND THE FISCAL OFFICER TO ENTER INTO AN AMENDMENT TO THE AGREEMENT WITH HARRISON TOWNSHIP FOR PROVIDING FIRE PROTECTION SERVICES FOR THE YEARS 2012, 2013, AND 2014, TO EXTEND THE TERM OF SAID AGREEMENT FOR 2015, AND DECLARING THE SAME AN EMERGENCY.

 

v  MOTION MADE BY REINHART, SECONDED BY RYAN, TO SUSPEND THE RULES REGARDING ORDINANCE NO. 2015-25. 5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

v  MOTION MADE BY RYAN, SECONDED BY REINHART, TO ACCEPT ORDINANCE NO. 2015-25. 5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

EMERGENCY READING OF ORDINANCE NO. 2015-26: AN ORDINANCE AMENDING SECTION 1 OF ORDINANCE NO. 2015-21 AUTHORIZING THE MAYOR AND THE FISCAL OFFICER TO ENTER INTO SECOND AMENDMENT TO THE AGREEMENT WITH CARRYALL TOWNSHIP FOR PROVIDING FIRE PROTECTION SERVICES FOR THE YEARS 2012, 2013, AND 2014 TO EXTEND THE TERM OF SAID AGREEMENT FOR 2015, AND DECLARING THE SAME AN EMERGENCY

 

v  MOTION MADE BY WEST, SECONDED BY RYAN, TO SUSPEND THE RULES REGARDING ORDINANCE NO. 2015-26. 5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

v  MOTION MADE BY REINHART, SECONDED BY RYAN, TO ACCEPT ORDINANCE NO. 2015-26. 5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

1ST READING OF RESOLUTION NO. R2015-05:  A RESOLUTION ACCEPTING THE AMOUNTS AND RATES AS DETERMINED BY THE BUDGET COMMISSION AND AUTHORIZING THE NECESSARY TAX LEVIES AND CERTIFYING THEM TO THE COUNTY AUDITOR.

 

ADMINISTRATOR’S REPORT

W. WOODCOX WATERLINE REPLACEMENT:

The pre-construction meeting was held on August 6, 2015, with Hohenbrink Excavating, Poggemeyer Design Group, WATER OPERATOR Jeremy Kosch, and ADMINISTRATOR KEERAN to review work schedules, any anticipated problems during excavation for the new waterline, etc.  It is anticipated work would begin end of September to first of October and be completed no later than December 31, 2015.  At the end of the meeting, Jeremy, Poggemeyer and the contractor went to the W. Woodcox site and during review of the location of valves on N. Main and W. Woodcox along with the location of Sanitary Manholes, it was discovered that there may be some difficulty in locating the new waterline on the south side of the street as laid out on the blueprints due to the location of the sanitary sewer on the east end of W. Woodcox.  A Follow-up meeting occurred on August 17th to deal with the waterline placement in relation to the existing sanitary sewer lines.

 

BUILDING/RENTAL STANDARDS:

Building/rental standards that were received from the Village of Montpelier were reviewed with the Public Service Committee on August 11, 2015.  This is just the beginning of the review process for potentially developing minimum standards for basic equipment and facilities for light, ventilation, and thermal conditions, for safety from fire and accidents, and for the adequate level of maintenance of rental properties and/or all residential properties.  Further meetings will be held and reported to council on the progress.  THE GOAL IS TO HAVE THE residential housing STANDARDS IN PLACE by January 1, 2016.

 

SAFE ROUTES TO SCHOOL/VALUE ANALYSIS & APPRAISAL:

O.R. Colan Associates have completed the value analysis of the Troy Russell property on Harrmann Road.  This is the property that the village needs to acquire a standard highway easement so the village can proceed with the installation of sidewalks through the Safe Routes to School Program. Negotiations are ongoing between O.R. Colan and the property owner. the administrator will keep council informed when the proposed purchase is either agreed upon or if the village needs to look at other measures to acquire the right-of-way on Harrmann Road.

 

PROPOSAL TO ADVERTISE THE FIRE TRUCK ON GOVDEALS.COM:

Fire Chief Ray Friend inquired if the village could participate in the above noted internet auction site in order to sell the 1989 Fire Truck.  The village was unsuccessful in selling the truck through advertisement in the local paper. Govdeals.com is used by surrounding municipalities and is a legitimate internet auction site.  SOLICITOR farr researched the Ohio Revised Code ON THE PROCEDURES for the village to participate IN INTERNET AUCTIONS.  THE VILLAGE WOULD NEED TO PASS A RESOLUTION EACH CALENDAR YEAR IN COMPLIANCE WITH OHIO REVISED CODE SECTION 715.15(D), AND ONCE THE RESOLUTION IS PASSED, NOTICE OF THE SAME MUST BE PUBLISHED TWICE AND POSTED IN A CONSPICUOUS PLACE.  kEERAN RECOMMENDED THAT THE VILLAGE RE-ADVERTISE THE NOTICE TO SUBMIT BIDS TO PURCHASE THE FIRE TRUCK AND TABLE FURTHER DISCUSSION AT THIS POINT ON INTERNET AUCTIONS.

 

v  MOTION MADE BY REINHART, SECONDED BY DERCK, TO RE-ADVERTISE IN WEST BEND NEWSPAPER TO SELL THE FIRE TRUCK.  5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

CONFIDENTIAL INCOME SURVEY HAS BEEN MAILED:

In an effort to apply for grant money through the community development block grant program for the sanitary sewer project, an income survey of the village’s residents is necessary.  The community development block grant program (CDBG) requires that governmental entities applying for the grant dollars must have a household income level of 51% low to moderate residents.

 

The 2010 census lists the Village of Antwerp’s low to moderate percentage at 44.38%. In an attempt to determine WHETHER the village is at least 51% low to moderate income households, an income survey has been mailed randomly to Antwerp residents.  The survey asks for the address of the household, number of adults and/or children living in the household and to mark an income range.  No names are requested or needed in this survey.  The Village would ask that any household receiving a survey form in the mail to please fill it out and return it in the self-addressed, stamped envelope.  The survey is only used for CDBG funding and is not released to any other group and cannot be released as public information. The survey is being conducted by Poggemeyer Design Group of Bowling Green, Ohio. If the overall percentage of all surveys returned show 51% of Antwerp is low to moderate in household income, the village can use these results for three (3) years in applying for CDBG grants for a variety of infrastructure improvements.  Information on the purpose of the survey has been placed on the Village’s website, Facebook and in the West Bend News.  Anyone with questions on this survey should call the village administrator at 419-258-2371.

 

WATER METERS BEING RELOCATED ON E. CANAL:

Nine water meters have been relocated on E. Canal as a part of the Safe Routes to School sidewalk improvement project.  The existing water meters would have been partially encased in sidewalk in their current location when actual construction of the sidewalks gets underway in the Spring of 2016.

 

UPDATING THE VILLAGE’S INCOME TAX ORDINANCE TO COMPLY WITH HB5:

The Finance committee met on August 4, 2015, to review a model ordinance provided by the village’s income tax administrator, Regional Income Tax Agency of Ohio (RITA).  Due to the passage of House Bill 5 in December 2014, the state has mandated that all municipal income TAX ordinanceS be amended by January 1, 2016, so any income tax or tax withholding iS done according to the Ohio Revised Code.  This new law would standardize all local income tax ordinances.  There would be no change in the percent of the village’s income tax which would remain at one percent (1%) of gross income and the credit for residents working outside of the village where a local tax is deducted from their pay would remain at one-half PERCENT (½%).  The first reading of the new ordinance needs to take place in September in order to have a vote at the November council meeting.  RITA WILL NEED time to institute any changes IN the existing ordinance before the new year.

 

COMMITTEE REPORTS

FINANCE COMMITTEE MET WITH ERIKA WILLITZER FROM PAULDING PUTNAM ELECTRIC IN REGARDS TO USDA LOANS AND GAP FUNDING.

 

OLD BUSINESS

THE PERSONNEL COMMITTEE MEET TO WORK ON AN AGREEMENT THAT WOULD REQUIRE THOSE OBTAINING EMT TRAINING PAID BY THE VILLAGE REIMBURSE THE VILLAGE IF THEY DISCONTINUE MAKING RUNS ON BEHALF OF THE VILLAGE WITHIN ONE YEAR OF OBTAINING THE EMT CERTIFICATION.  A RESOLUTION WILL BE ON THE AGENDA FOR NEXT MONTH’S COUNCIL MEETING TO ADOPT THIS AGREEMENT.  PUBLIC SERVICE COMMITTEE WILL MEET AGAIN TO CONTINUE WORK ON RESIDENTIAL BUILDING/HOUSING STANDARDS.

NEW BUSINESS

NO NEW BUSINESS.

 

MAYOR’S REPORT

MAYOR’S COURT DEPOSITED $5,875.00 FOR THE MONTH OF JULY.  A TOTAL OF $1,237.50 WAS SENT TO THE STATE AND $49.50 WAS DEPOSITED INTO THE ALC TREATMENT FUND.

 

MAYOR ADVISED COUNCIL THAT HOME SERVE SENT A LETTER TO RESIDENTS TO PURCHASE INSURANCE ON WATERLINES FROM YARD TO ROAD.  THE COMPANY DID NOT CONTACT THE VILLAGE OFFICIALS PRIOR TO SENDING THIS SOLICITATION AND THE VILLAGE DOES NOT SUPPORT IT.

 

MAYOR ALSO MENTIONED THAT THE PAULDING COUNTY ECONOMIC DEVELOPMENT BANQUET IS SEPTEMBER 15, 2015.

 

v  MOTION MADE BY REINHART, SECONDED BY RYAN, TO ADJOURN THE MEETING. 5 YEAS, 0 NAYS.  MOTION CARRIED AND APPROVED.  MEETING ADJOURNED AT 6:59 P.M.

 

 

MAYOR___________________________

 

 

FISCAL OFFICER_____________________            DATE_________________________