The DeGraff Village Council convened in regular session from 7 to 8:20 p.m. May 3 at 107 S. Main St.
Mayor Jennifer Bowman called the meeting to order and led the assembly in the Pledge of Allegiance with the following members and visitors present: Sue E. Walls, Dennis Stout, Jenny LeClair, Kelli Kreglow Stephens, Chuck Bertschman, Beth Neeley, Police Chief George Piersall.
Chuck Bertschman moved to suspend the reading of the previous Minutes, and to approve them as written and submitted by the Fiscal Officer; second by Dennis Stout. Votes were: Sue E. Walls, Aye; Jenny LeClair, Aye; Chuck Bertschman, Aye; Dennis Stout, Aye; Kelli Kreglow Stephens, Aye; Beth Neeley, Aye. Motion
EXCUSE ABSENCE(S): All present.
VISITORS: Glen Kreglow, resident; Tom Stephens, Citizen.
Zoning: Mayor Bowman gave council a status report on Zoning operations that she received from Merle Orsborne.
Solicitor: Nothing new to report.
STREET COMMITTEE: No Committee report. Mayor Bowman reported that the corporation sign on East Miami Street which was misspelled has been corrected to reflect the proper spelling of “DeGraff,” and looks nice. The Spring Clean-up will commence on May 16 through May 20. Mayor Bowman will place a reminder for brush and limb pickup specifications on face book for the DeGraff Village; there will also be an add placed in the River Current and Bellefontaine Examiner paper the week of May 9, 2016.
SAFETY COMMITTEE: Chuck Bertschman, Chairman presented two Volunteer Fire Fighter Applications for consideration of appointment; Clinton A. Buchenroth, and Daryl D. Cordrey II. Following discussion; Mayor Bowman recommended that the Fire Chief needs to get BCI Background Checks and Physicals in accordance with ORC 503.38 (4765.55).
Police Department: Mayor Bowman commended Police Chief Piersall for submitting a Monthly Department Activity Report to her Office for March 2016 and April 2016. The report(s) include Personnel, total Police Department hours worked; vehicle and equipment maintenance report; Activities (citations/warnings issued); Complaints; and Security. Mayor Bowman also reported on a Safety Program that she and Chief Piersall participated in today at the Riverside Local Elementary School Special Needs Class. She reported that they all had a good time during the program.
Volunteer Fire Department: Nothing to report.
FINANCE COMMTTEE: Sue E. Walls, Chairperson informed council that the 2015 and 2014 Fiscal Audit will commence in the next week. A Representative from The Auditor of State has informed the Fiscal Officer that the Village is qualified for an AUP Audit again for FY 2015 and 2014; which will save the village money. The Auditors that will performing the audit has offered to either conduct the Audit on site, or pick up Specific Village Records (Compliance, Payroll, Payroll Tax Records, and Financial Records (including Bank Reconciliations, Budgetary records), Municipal Income Tax records). The Fiscal Officer recommended allowing the Auditors to remove the records offsite; which would be more convenient. The Auditor(s) will sign out All Records that are removed from the Village Office in their care; and the Fiscal Officer will sign them back in as they are returned. Following discussion: Sue E. Walls moved to allow the Village Records listed for the FY 2015, and FY 2014 Audit to be reviewed/audited offsite as requested by the Fiscal Officer for the purpose of convenience for both parties; second by Chuck Bertschman. Votes were: Sue E. Walls, Jenny LeClair, Aye; Chuck Bertschman, Aye; Dennis Stout, Aye; Kelli Kreglow Stephens, Aye; Beth Neeley, Aye. Motion
The next regular scheduled Finance Meeting will be held on Monday, May 16 at 6 p.m. at the Village Office.
PARKS & RECREATION: Nothing to present.
CEMETERY: Reported on the status of the cemetery operations.
JOINT SEWER BOARD: The Joint Sewer Board approved the Public Entities Pool of Ohio (PEP) Insurance Membership for the Quincy-DeGraff Wastewater Treatment Plant for the 2016-17 Annual Contribution of $ 4,974. There was more discussion on the Independent Contractor hired by the Village of Quincy to assist at the WWTP. The next Regular meeting is scheduled for June 6, 2016 at 7 p.m. at the WWTP Facility.
ORDINANCES/RESOLUTIONS: Resolution 16-10: A Resolution to request an Amendment to the Certificate of Revenues to increase the Water Enterprise Reserve Fund (5761) in the amount of $ 245, to increase the Fund amount to $15,294. Following discussion; Chuck Bertschman moved to approve Resolution 16-10; second by Sue E. Walls. Votes were Sue E. Walls, Aye; Jenny LeClair, Aye; Chuck Bertschman, Aye; Dennis Stout, Aye; Kelli Kreglow Stephens, Aye; Beth Neeley, Aye.
Resolution 16-11: A Resolution to amend the 2016 Annual Appropriations for Enterprise Water Reserve Fund 5761 (in accordance with Ordinance 10-13) in the amount of $ 15,294; Jenny LeClair moved to adopt Resolution 16-11 as presented by the Fiscal Officer; second by Kelli Kreglow Stephens. Votes were: Sue E. Walls, Aye; Jenny LeClair, Aye; Chuck Bertschman, Aye; Dennis Stout, Aye; Kelli Kreglow Stephens, Aye; Beth Neeley, Aye. Resolution 16-11
OLD BUSINESS: The Fiscal Officer reported that it has been brought to her attention that the Logan County Board of Elections needs Minutes of the ratification by council for Board of Public Affairs Trustee Paul Snow, who was appointed and sworn into office by Mayor Bowman to fill the vacated Board of Public Affairs Trustee seat on Jan. 25, 2016. Following discussion; Sue E. Walls moved to approve the appointment of Paul Snow as Trustee of the Board of Public Affairs by Mayor Bowman; second by Beth Neeley. Votes were: Sue E. Walls, Aye; Jenny LeClair, Aye; Chuck Bertschman, Aye; Dennis Stout, Aye; Kelli Kreglow Stephens, Aye; Beth Neeley, Aye. Motion
Sue E. Walls gave a status update on the natural gas line project. She noted that the projected start date will begin in July 2016; and Phase 1 of II will include Riverside Local Schools and the Village of DeGraff, and is projected to be completed by October 2016. Phase II will include the Village of Quincy, and is projected to be completed in 2017.
Mayor Bowman gave a report on the 2016 Neighborhood Revitalization Program (CDBG) Grant for $ 500,000; She noted that she met with the Fiscal Officer this past week to review the status of what needs to be completed before the May 20 deadline. Following the review, it was determined that out of the five items on the Punch List; four of the items are completed (including a letter from the Logan County Electric Cooperative for a donation of approximately five wood light poles to be installed at the middle ball diamond (replacement value of $ 2,351.12; anticipated delivery charge is approximately $ 1,923). The LCEC will not be able to set the poles on the ball field due to their size, but the Village is very grateful for the donation and delivery of the wood poles. A private source has already made a commitment to pay the $ 1,000 donation to have the five poles delivered onsite at the ball diamond location. Volunteering services for any Community Projects will be considered In-Kind equivalents to cash donations the amounts will be determined by the volunteered services rendered (including labor, materials, and time). The following Local Organizations have submitted their Letter of Commitment for proposed Volunteering within the DeGraff Community; The Friends of DeGraff (Non Profit 501(c)(3)) Organization; Buckeye Gospel; The DeGraff Country Fair Committee; The Logan County Electric Cooperative.
Other discussions on Old Business included the proposed Summer Food Program; 2016 Spring clean-up will be conducted from May 16-May 20; the proposed “Free Movie Night” at the Village Park; 2016 Annual Spring Community wide Garage Sales will be held on Saturday, June 4, 2016.
NEW BUSINESS: Mayor Bowman informed council that a representative from Aggregate Gas & Electric (A.G.E.) will be attending the May 17, 2016 council meeting to discuss potential savings on Electric Supply. American Legacy Pipeline also plans to attend that meeting to discuss the renewal of the Natural Gas Agreement. Mayor Bowman recommended that Council offer Community Incentive Programs/Competitions to be awarded seasonally, such as property/area Beautification; Local Volunteerism; Seasonal Decorating Contests.
Following a recommendation from the BPA Trustees; Dennis Stout moved to accept the sealed Alternate Bid in the amount of $ 655,378.29 submitted by J&J Schlaegel, Inc, at the April 25, 2016 Bid Opening for the Sanitary Sewer Pump Station Rehabilitation and Force Main Project, held at the Village Office; second by Chuck Bertschman. Votes were: Sue E. Walls, Aye; Jenny LeClair, Aye; Chuck Bertschman, Aye; Dennis Stout, Aye; Kelli Kreglow Stephens, Aye; Beth Neeley, Aye. Motion
PAY BILLS: Dennis Stout moved to pay bills; second by Kelli Kreglow Stephens. Votes were: Sue E. Walls, Aye; Jenny LeClair, Aye; Chuck Bertschman, Aye; Dennis Stout, Aye; Kelli Kreglow Stephens, Aye; Beth Neeley, Aye. Motion
ADJOURN: Mayor Jennifer L. Bowman adjourned the meeting at 8:20 p.m.
The meeting was adjourned till May 17, 2016 at 7 p.m. at the 107 S. Main St. – DeGraff, OH 43318-0309.
Submitted by the Village of DeGraff.