July 2015 Meeting Minutes

REGULAR MEETING

COUNCIL OF THE VILLAGE OF ANTWERP

 

JULY 20, 2015

 

THE REGULAR MEETING OF THE VILLAGE OF ANTWERP COUNCIL WAS CALLED TO ORDER AT 5:31 P.M. BY MAYOR TOM VANVLERAH.  COUNCIL PERSONS PRESENT: RUDIE REEB, 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, PETER GREER FROM DEFIANCE CRESCENT AND BRYCE STEINER OF THE WEST BEND NEWS.  ALSO IN ATTENDANCE:  RICHARD HEYMAN AND CINDY WESTFALL OF POGGEMEYER DESIGN GROUP, AND VISITORS JIM AND SANDY BOWERS, DENNIS AND RITA BRINKMAN, PAM ALTIC, DON OBERLIN, LARRY MANSFIELD, BILLIE JACKSON, AND ERIC JACKSON.

 

v  MOTION MADE BY RYAN, SECONDED BY REINHART, TO EXCUSE KEITH WEST FROM JULY COUNCIL MEETING.  5 YEAS, 0 NAYS.  MOTION CARRIED AND APPROVED.

 

MINUTES FROM THE REGULAR COUNCIL MEETING HELD JUNE 15, 2015, WERE REVIEWED.

 

v  MOTION MADE BY JAN REEB, SECONDED BY REINHART, TO ACCEPT THE MINUTES FROM THE JUNE 15, 2015, COUNCIL MEETING.  5 YEAS, 0 NAYS.  MOTION CARRIED AND APPROVED.

 

THE JUNE DISBURSEMENTS WERE REVIEWED.

 

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

 

VISITORS

 

VISITORS PRESENT TO DISCUSS FLOODING CONCERNS DUE TO UNUSUAL RAINFALL THIS SUMMER.

 

RICHARD HEYMAN AND CINDY WESTFALL OF POGGEMEYER DESIGN GROUP PRESENT TO DISCUSS SANITARY SEWER IMPROVEMENTS BY REPLACING THE TWO (2) OLD LIFT STATIONS, INSTALL A FERRIC CHLORIDE PHOSPHORUS REMOVAL SYSTEM IN SEWER LAGOONS AND REPLACE COMMINUTOR AT THE LAGOONS.  TOTAL PROJECTED COST OF IMPROVEMENTS IS $654,383.00.  THE SANITARY PLANT AND LIFT STATIONS ARE 35 YEARS OLD.  DISCUSSION HAD ON FINANCING OPTIONS AND CONDUCTING A VILLAGE-WIDE LOW TO MODERATE INCOME (LMI) SURVEY TO DETERMINE ELIGIBILITY FOR OHIO SMALL CITIES COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) PROGRAM.

 

POLICE REPORT

 

CHIEF CLEMENS REPORTED 121 CALLS FOR SERVICE AND 45 CITATIONS FOR THE MONTH OF JUNE.

EMS REPORT

 

RANDY SHAFFER PROVIDED A WRITTEN REPORT SHOWING 21 RUNS FOR THE MONTH OF JUNE.  EMS BILLING CLERK MCDOUGAL PROVIDED A WRITTEN REPORT SHOWING EMS RUN COLLECTIONS YEAR-TO-DATE OF $14,418.08 ALONG WITH 40 MEDICARE CLAIMS WAITING TO BE FILED.

 

FISCAL OFFICER’S REPORT

 

AIMEE LICHTY RECEIVED INFORMATION FROM CURRENT SOFTWARE PROVIDER THAT THEY ARE CURRENTLY DOING AN UPGRADE AND ALTHOUGH THEY WILL CONTINUE TO SUPPORT THEIR OLD PROGRAM, THEY WILL NO LONGER UPDATE IT.  FISCAL OFFICER LICHTY REQUESTED THE SOFTWARE UPGRADE BE PURCHASED FOR BOTH BUDGETARY AND PAYROLL PROGRAMS AT THE COST OF $1,000.00 EACH FOR A TOTAL OF $2.000.00.

 

v  MOTION MADE BY REINHART, SECONDED BY DERCK, TO PURCHASE THE SOFTWARE UPGRADE FOR BUDGETARY 2.0 AND PAYROLL 2.0 FOR $2,000.00. 5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

3RD READING OF RESOLUTION NO. 2015-02:  A RESOLUTION DETERMINING TO PROCEED WITH THE SUBMISSION TO THE ELECTORS OF THE QUESTION OF LEVYING A TAX IN EXCESS OF THE TEN-MILL LIMITATION OHIO REVISED CODE SECTIONS 5705.19, 5705.191, 5705.25 AND 5705.26.

 

v  MOTION MADE BY RYAN, SECONDED BY JAN REEB, TO ACCEPT RESOLUTION NO. 2015-02. 5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

EMERGENCY READING OF RESOLUTION NO. 2015-04: A RESOLUTION AUTHORIZING THE MAYOR OF THE VILLAGE OF ANTWERP, OHIO, TO PREPARE AND SUBMIT AN APPLICATION TO PARTICIPATE IN THE OHIO PUBLIC WORKS COMMISSION STATE CAPITAL IMPROVEMENT AND/OR LOCAL TRANSPORTATION IMPROVEMENT PROGRAM(S) AND TO EXECUTE CONTRACTS AS REQUIRED TO OBTAIN FINANCIAL ASSISTANCE FOR THE WASTE WATER TREATMENT PLANT IMPROVEMENT PROJECT; AND DECLARING THE SAME TO BE AN EMERGENCY.

 

v  MOTION MADE BY DERCK, SECONDED BY RYAN, TO SUSPEND THE RULES REGARDING RESOLUTION NO. 2015-04. 5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

v  MOTION MADE BY JAN REEB, SECONDED BY RUDIE REEB, TO ACCEPT RESOLUTION NO. 2015-04. 5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

EMERGENCY READING OF ORDINANCE NO. 2015-17: AN ORDINANCE AUTHORIZING THE VILLAGE FISCAL OFFICER TO TRANSFER $27,500.00 FROM THE GENERAL FUND TO THE POLICE FUND, AND DECLARING THE SAME TO BE AN EMERGENCY.

 

v  MOTION MADE BY JAN REEB, SECONDED BY RYAN, TO SUSPEND THE RULES REGARDING ORDINANCE NO. 2015-17.   5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

v  MOTION MADE BY DERCK, SECONDED BY RYAN, TO ACCEPT ORDINANCE NO. 2015-17.  5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

EMERGENCY READING OF ORDINANCE NO. 2015-18: AN ORDINANCE AUTHORIZING THE VILLAGE FISCAL OFFICER TO TRANSFER FUNDS FROM THE GENERAL FUND TO THE WATER FUND IN THE AMOUNT OF $40,000.00, AND DECLARING THE SAME TO BE AN EMERGENCY.

 

v  MOTION MADE BY RYAN, SECONDED BY REINHART, TO SUSPEND THE RULES REGARDING ORDINANCE NO. 2015-18.  5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

v  MOTION MADE BY RUDIE REEB, SECONDED BY RYAN, TO ACCEPT ORDINANCE NO. 2015-18. 5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

1ST READING OF ORDINANCE NO. 2015-19:  AN ORDINANCE AMENDING SECTION 2 OF ORDINANCE NO. 2000-19 ESTABLISHING A SCHEDULE OF FEES, CHARGES, AND EXPENSES, AND A COLLECTION PROCEDURE FOR ZONING PERMITS, AMENDMENTS, APPEALS, VARIANCES, CONDITIONAL USE PERMITS, AND OTHER MATTERS RELATING TO THE ADMINISTRATION AND ENFORCEMENT OF ZONING IN THE VILLAGE OF ANTWERP, OHIO, AND REGULATING THE FEES PAID TO THE ZONING INSPECTOR FOR SERVICES.

 

EMERGENCY READING OF ORDINANCE NO. 2015-20: AN ORDINANCE AUTHORIZING ADVERTISEMENT FOR BIDS FOR THE SALE OF REAL PROPERTY OWNED BY THE VILLAGE OF ANTWERP, OHIO, PURSUANT TO OHIO REVISED CODE § 721.03; AND DECLARING AN EMERGENCY.

 

v  MOTION MADE BY JAN REEB, SECONDED BY DERCK, TO SUSPEND THE RULES REGARDING ORDINANCE NO. 2015-20.  5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

v  MOTION MADE BY REINHART, SECONDED BY RUDIE REEB, TO ACCEPT ORDINANCE NO. 2015-20. 5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

EMERGENCY READING OF ORDINANCE NO. 2015-21: AN ORDINANCE 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 DERCK, SECONDED BY JAN REEB, TO SUSPEND THE RULES REGARDING ORDINANCE NO. 2015-21. 5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

v  MOTION MADE BY REINHART, SECONDED BY RYAN, TO ACCEPT ORDINANCE NO. 2015-21. 5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

SOLICITOR FARR REPORTED THAT SEVERAL LOCAL TOWNSHIP OFFICES WERE CONTACTED TO DETERMINE IF ANY BILL INSURANCE FOR FIRE DEPARTMENT RELATED SERVICES.  ALL OF THOSE AVAILABLE FOR COMMENT STATED THEY DO NOT BILL INSURANCE COMPANIES BUT FUND THE FIRE SERVICES THROUGH TAX LEVY COLLECTIONS.  BENTON TOWNSHIP BILLS INSURANCE FOR DAMAGE TO EQUIPMENT ONLY.

 

EMERGENCY READING OF ORDINANCE NO. 2015-22: AN ORDINANCE AUTHORIZING THE MAYOR OF THE VILLAGE OF ANTWERP, OHIO, TO ENTER INTO A CONTRACT WITH THE LOWEST AND BEST BIDDER FOR THE WOODCOX STREET WATERLINE REPLACEMENT PROJECT, OPWC PROJECT NO. CE08S/CE09S; AND DECLARING THE SAME AN EMERGENCY.

 

v  MOTION MADE BY REINHART, SECONDED BY RYAN, TO SUSPEND THE RULES REGARDING ORDINANCE NO. 2015-22.  5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

v  MOTION MADE BY DERCK, SECONDED BY RYAN, TO ACCEPT ORDINANCE NO. 2015-22.  5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

ADMINISTRATOR’S REPORT

 

SEE ATTACHED REPORT.

 

POGGEMEYER DESIGN GROUP MADE A RECOMMENDATION TO ACCEPT BID OF $142,995.00 FROM HOHENBRINK EXCAVATING, LLC OF OTTAWA FOR WEST WOODCOX WATERLINE REPLACEMENT/PROJECT.

 

POGGEMEYER DESIGN GROUP HAS BEEN MEETING WITH ADMINISTRATOR ON NEXT PHASE OF STORMWATER IMPROVEMENTS.  KEERAN ASKED FOR A MOTION TO APPROVE ENTERING INTO CONTRACT WITH POGGEMEYER DESIGN GROUP FOR ENGINEERING STUDY FOR NEXT PHASE OF STORMWATER IMPROVEMENTS, SAID CONTRACT AMOUNT NOT TO EXCEED $9,000.00.

 

v  MOTION MADE BY RYAN, SECONDED BY REINHART, TO APPROVE ENTERING INTO CONTRACT WITH POGGEMEYER DESIGN GROUP FOR ENGINEERING STUDY ON NEXT PHASE OF STORMWATER IMPROVEMENTS AT A COST NOT TO EXCEED $9,000.00.  5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

POGGEMEYER REPRESENTATIVES SPOKE IN DETAIL EARLIER IN MEETING ABOUT SANITARY SEWER IMPROVEMENT PROJECT.  THE VILLAGE OF ANTWERP COULD QUALIFY FOR SOME ADDITIONAL FUNDING THROUGH CDBG GRANT BY PARTICIPATING IN A LMI SURVEY.  KEERAN ASKED FOR A MOTION TO ENTER INTO CONTRACT WITH POGGEMEYER DESIGN GROUP TO CONDUCT LMI SURVEY IN AN AMOUNT NOT TO EXCEED $4,025.00 PLUS POSTAGE.

 

v  MOTION MADE BY RYAN, SECONDED BY JAN REEB, TO APPROVE ENTERING INTO CONTRACT WITH POGGEMEYER DESIGN GROUP FOR LMI SURVEY IN AN AMOUNT NOT TO EXCEED $4,025.00 PLUS POSTAGE.  5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

KEERAN UPDATED COUNCIL ON MONROE STREET RAILROAD CROSSING.  SHE ASKED THAT COUNCIL MAKE A MOTION TO SHARE IN COSTS AND CONTRIBUTE $4,000.00 IN A JOINT EFFORT WITH MERCER LANDMARK AND PIONEER RAILCORP FOR REPAIR OF THIS CROSSING.  REPAIR WILL INCLUDE A COMPLETE DIG OUT WITH NEW ASPHALT AND WOOD TIES BEING REINSTALLED.

 

v  MOTION MADE BY DERCK, SECONDED BY RYAN, TO CONTRIBUTE $4,000.00 FOR MONROE STREET RAILROAD CROSSING REPAIR.  5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

ANTWERP ARCHERS VARSITY, JUNIOR VARSITY AND FRESHMAN VOLLEYBALL TEAMS VOLUNTEERED TO PAINT VILLAGE FIRE HYDRANTS AND DOWNTOWN STREET SIGNS.  KEERAN STATED THEY DID A FANTASTIC JOB.  SHE ASKED FOR A MOTION TO DONATE $200.00 TO THE ANTWERP VOLLEYBALL PROGRAM.

 

v  MOTION MADE BY JAN REEB, SECONDED BY DERCK, TO DONATE $200.00 TO THE ANTWERP VOLLEYBALL PROGRAM.  5 YEAS, 0 NAYS. MOTION CARRIED AND APPROVED.

 

COMMITTEE REPORTS

 

PERSONNEL AND FINANCE COMMITTEE TO MEET TUESDAY, AUGUST 4, 2015, AT 7:30 A.M. IN REGARDS TO PROPOSED DEPARTMENT OF LABOR SALARY AMENDMENTS.

 

 

OLD BUSINESS

 

THE MAYOR AND COUNCILMAN RYAN WILL CONTINUE TO WORK ON HARRISON TOWNSHIP FIRE CONTRACT FOR REMAINDER OF 2015.

 

NEW BUSINESS

 

NO NEW BUSINESS.

 

MAYOR’S REPORT

 

MAYOR’S COURT DEPOSITED $6,871.67 FOR THE MONTH OF JUNE.  A TOTAL OF $1,612.50 WAS SENT TO THE STATE AND $64.50 WAS DEPOSITED INTO THE ALC TREATMENT FUND.

 

MAYOR ASKED IF VILLAGE COULD SAVE MONEY BY EITHER REMOVING OR SHUTTING OFF TRAFFIC LIGHT THAT IS NOT IN USE BY PIT STOP.  COUNCIL WAS IN AGREEMENT TO SHUT IT OFF AND ALLOW IT TO REMAIN HANGING IN CASE OF EMERGENCY USE.

 

v  MOTION MADE BY JAN REEB, SECONDED BY RYAN, TO ADJOURN THE MEETING. 5 YEAS, 0 NAYS.  MOTION CARRIED AND APPROVED.  MEETING ADJOURNED AT 7:48 P.M.

 

 

MAYOR___________________________

 

 

FISCAL OFFICER_____________________          DATE_________________________