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last Tuesday of each month at 7:00pm at the Town Hall  (unless otherwise noted)
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Council Minutes
July 31, 2018

Meeting was called to order at 7:00pm followed by the pledge.
Attendance: Steve Hughes, Craig Knapke, Ed Gebert, Rudy McMichael, John Boroff, April Grunden, Kayle Heckler, Terry Seibert, Seth Seibert, Kristina Boroff, Pete Van Arsdel, Jeremy Welker.

Craig Knapke gave council an update on the water tower project.  He show council drawing for the 100,000 gallon, four-legged tower.  He explained that new storm lines, tile, and catch basin would be put in place.  Council discussed their options on logos.  Council decided they would like something on both sides.  Possibly Mendon on one and a flag on the other.  They will make a final decision later.  At this time, Craig believes that we will be able to complete all of the planned projects.  There was a motion by Jeremy with a second by April to approve Mercer County to move forward with advertising and bidding the water tower project for the village, roll call: Kayle - yea, Seth - yea, Terry -yea, April -yea, Jeremy - yea, Pete - yea.

Steve Hughes was present to ask for council's assistance with a lot split issue on Main Street.  Mr. Hughes has a passion for the village and has been working to rehab many properties.  He feels that council is doing a great job in many areas on the village and this is a way that he can support help.  He has rehabbed other houses in the village and is currently demoing one in order to build a new house.  Pete inquired about zoning issues, etc.  Mr. Hughes explained the lot split at 318 South Main Street, in detail, to village council.  There is no zoning issue, and the property owners have already transferred the deeds.  There was a motion by Pete with a second by April to approve the lot split, changing the legal boundaries, at 318 South Main Street, roll call: Kayle - yea, Seth - yea, Terry -yea, April -yea, Jeremy - yea, Pete - yea. The house on this property will be rehabbed.  Pete also commented that the improvements made by Clay's looks very nice. 

There was a motion by April with a second by Pete to waive the reading of the minutes, roll call: Kayle - yea, Seth - yea, Terry -yea, April -yea, Jeremy - yea, Pete - yea.  There was a motion by Terry with a second by Pete to approve the minutes, roll call: Kayle - yea, Seth - yea, Terry -yea, April -yea, Jeremy - yea, Pete - yea.

Street Commissioner:
There was a motion by Pete with a second by Kayle to remove the tree at the park, roll call: Kayle - yea, Seth - yea, Terry -yea, April -yea, Jeremy - yea, Pete - yea.  There was a motion by April with a second by Seth to approve the purchase of 30 gallons of Duet to spray mosquitos at a cost of $6,593.50, roll call: Kayle - yea, Seth - yea, Terry -yea, April -yea, Jeremy - yea, Pete - yea.  The last barrel was purchased in 2011.  There was a motion by Pete with a second by Kayle to approve the report, roll call: Kayle - yea, Seth - yea, Terry -yea, April -yea, Jeremy - yea, Pete - yea.

Rudy McMichael was present to ask council about the progress on the storm sewer project.  He was pleased with the progress, but would like to know the next step.  He had not seen any mention of it in the minutes for several months.  The Mayor explained that there was nothing in the minutes because there had not been any changes recently.  It is on our agenda monthly to discuss updates.  The village suffered the loss of an employee and Randy has been busy filling in and training the new employee.  The Mayor went on to explain that the lines were scoped and Randy was going to be working on an estimate.  The lines are full of tree roots and will need to be retrenched.  Tree removal has helped some, but the roots remain.  Mr. McMichael asked for updates to be put in the minutes.

New Business:
There was a motion by Jeremy with a second by Pete to approve the IT Disaster Recovery Plan, roll call: Kayle - yea, Seth - yea, Terry -yea, April -yea, Jeremy - yea, Pete - yea.  This plan will protect the village IT information in the event of a disaster, and give us a plan to conduct business at an offsite location if needed. 

There was some discussion about the village parking lot.  There have been no complaints.  The updates look very nice.  Council wants everyone to remember that this is a public parking lot and parking is allowed.  There was discussion about adding parking space lines.

Council wants to know if letter were sent to the properties discussed at the prior meeting.  There was also some discussion about a property on South Green Street.

Old Business:
April Grunden volunteered to run the bottle cap collection this Saturday, August 4th at the town hall from 9-10am.

Mayor:
The new town hall sign is still a work in progress.  The company has been very busy and will get to our sign when they can.  The Mayor covered the cost upfront and will be reimbursed.

There was a motion by April with a second by Kayle to approve the checks and purchase orders, roll call: Kayle - yea, Seth - yea, Terry -yea, April -yea, Jeremy - yea, Pete - yea.  There was a motion by Terry with a second by Pete to approve the financial statements, roll call: Kayle - yea, Seth - yea, Terry -yea, April -yea, Jeremy - yea, Pete - yea.   There was a motion by Terry with a second by Kayle to approve the mileage, roll call: Kayle - yea, Seth - yea, Terry -yea, April -yea, Jeremy - yea, Pete - yea.
There was a motion by Terry with a second by Pete to adjourn.





Council Minutes
August 28, 2018

Meeting was called to order at 7:00pm, followed by the pledge.
Attendance: John Boroff, Kristina Boroff, Randy Severns, Craig Knapke, Kayle Heckler, Seth Seibert, April Grunden, Pete Van Arsdel, Rudy McMichael, Ed Gebert.

Craig Knapke was present to review the bids for the water tower project.  The lowest bid was from Phoenix Fabricators and Erectors, LLC for $648,545.00.  There was a motion by Pete with a second by April to award the water tower project to Phoenix Fabricators and Erectors, LLC for $648,545.00, roll call: Kayle - yea, Seth - yea, April - yea, Pete - yea.  There was a motion by April with a second by Pete to award Dickson Engineering the contract as our third party inspector for the construction process of the water tower, at a cost of $19,700.00, roll call: Kayle - yea, Seth - yea, April - yea, Pete - yea.  The concrete base work may begin as early as fall of 2018 for the tower.
The well site has been submitted for approval to the EPA.  After it is approved, we can move forward with updated pricing and begin budgeting the project.
The lettering on the water tower will not need to be decided until closer to the end of the project.

There was a motion by Seth with a second by Kayle to waive the reading of the minutes, roll call: Kayle - yea, Seth - yea, April - yea, Pete - yea.  There was a motion by April with a second by Seth to approve the minutes, roll call: Kayle - yea, Seth - yea, April - yea, Pete - yea.

Street Commissioner's report:
Craig Knapke met with Randy to discuss replacement of the storm sewer line from Market to Mill Street.  They would start at the ditch ad run new tile.  Craig will be looking at grant funding options for the village as this project is estimated to cost $200,000.00.  We could do the project in three phases over the course of several years.  This could cause a problem, though, with leveling and other things.  It will be a couple of years before it is our turn for CDBG money again.  The water tower is being funded with CDBG money.  Pete is interested in seeing an estimate for a three phase project.  He asked Randy to get a quote from Young Construction.  The Mayor feels that our infrastructure is in good condition due to the upgrades in recent years and would stand up to this new line.  There was some discussion between Randy, Rudy, and council as to which end of the project to start with.  There are factors that sway towards starting at the river, even though the blockage is further up.  Randy also feels that doing the project all at once is a better option even though it will cost more all at once.  Rudy asked about the trees.  Craig and Randy both felt that all the trees in that area would have to be removed to accommodate the new tile trench. 
Randy has submitted the NPDES renewal permit for sewer discharge.
He also reported that the two new wells would be dug near the back ball diamond.  This diamond would probably be lost in the process.    There was a motion by Kayle with a second by April to approve the report, roll call: Kayle - yea, Seth - yea, April - yea, Pete - yea.

Zoning:
The Mayor signed the lot split for Main Street.

New Business:
Council addressed a question of allowing people to advertise local items such as babysitting on the village Facebook page.  They decided against allowing this as it could cause issues down the road. 
April asked permission to clean out the old patrol room and dispose of items.  Council is in favor of this.  April will take the records retention schedule into consideration before anything is destroyed. 

Old Business:
April will run the bottle cap collection this Saturday from 9-10am.

Council discussed the progress of the Eagle Scout project in the village park.  It looks great; everyone is doing a wonderful job.  The Mayor stated that the gazebo fund money could be used for any upgrades in the park according to the group of women that donated the funds.

The Steve Hughes construction project is progressing on Wayne Street.

Solicitor:
Ross was unable to attend due to illness.  Council asked if a letter had been sent to the property at High and Dutton Street concerning the items in the easement. 

Mayor:
Is still working on the sign for the front of the town hall.  I hope that it will be ready in the next month.

There was a motion by April with a second by Kayle to approve the checks and purchase orders, roll call: Kayle - yea, Seth - yea, April - yea, Pete - yea.  There was a motion by Kayle with a second by April to approve the financial statements, roll call: Kayle - yea, Seth - yea, April - yea, Pete - yea.  There was a motion by Pete with a second by Seth to approve the mileage, roll call: Kayle - yea, Seth - yea, April - yea, Pete - yea.

There was a motion by Seth with a second by Kayle to adjourn.








Council Minutes
September 25, 2018

Meeting was called to order at 7:00pm
Attendance: Kayle Heckler, April Grunden, Kristina Boroff, John Boroff, Jeremy Welker, Terry Seibert, Pete Van Arsdel, Ed Gebert, Craig Knapke, Pauline Miller

Craig Knapke was present to update council on the grant projects.  He stated that a preconstruction meeting was held last week.  The water tower bases will be poured this fall, tower construction will take place this winter and painting will be done in the spring.  There will be a well site approval meeting on Thursday for the new wells. The font for the water tower will be decided later.  There was a motion by April with a second by Terry to approve the payment of the invoice in the amount of $18,500 and authorize the necessary signatures, $10,000 is for engineering costs and $8,500 is for soil boring and the EPA, roll call: Kayle - yea, April-yea, Terry-yea, Jeremy-yea, Pete-yea.

Pauline Miller was present to ask council if they would be willing to donate to the Santa gifts for the Christmas Walk as they have in the past.  There was a motion by Terry with a second by April to donate $250 to the Christmas committee for the Santa house gifts to hand out to the children, roll call: Kayle - yea, April-yea, Terry-yea, Jeremy-yea, Pete-yea.

There was a motion by April with a second by Kayle to waive the reading of the minutes, roll call: Kayle - yea, April-yea, Terry-yea, Jeremy-yea, Pete-yea.  There was a motion by Terry with a second by Kayle to approve the minutes, roll call: Kayle - yea, April-yea, Terry-yea, Jeremy-yea, Pete-yea.

Street Commissioner's report: There was nothing to report. 
Pete would like Randy to get a quote from Vantilburg Farms for the storm sewer project.  Council would like to see another quote. 

Zoning: The Mayor reported that he has received several wonderful comments about Niel's work as Zoning Inspector.  He is doing a great job.

New Business:
Trick or Treat has been set for Saturday, October 27th from 4:00-6:00 pm.
Pauline stated that there might be some lights out at the park.

There was a motion by Pete with a second by Terry to go into executive session to discuss personnel, roll call: Kayle - yea, April-yea, Terry-yea, Jeremy-yea, Pete-yea.
There was a motion by Pete with a second by Jeremy to exit executive session with no action taken, roll call: Kayle - yea, April-yea, Terry-yea, Jeremy-yea, Pete-yea.

Old Business:
There was a lengthy discussion about the easement at High and Dutton Street.  Council will ask Randy to attend the next meeting so they can discuss the issue further.

Bottle cap collection will be held Saturday, September 29th from 9:00-10:00 am at the town hall.  Pete and John will work.  Due to the generous donation of caps from the Fremont Company, village council has decided that we have collected our limit of caps.  Saturday will be the final collection date.  Council would like to thank everyone for their donation of caps; it was great to see our community working together for a common goal.  Council will now be focusing on getting the benches ordered.  Jeremy will get a few more barrels for the final collection.

April has been working on cleaning out the closet in the old sheriff's office.  There is quite a lot of things that need to be disposed of.  Council agreed to get a dumpster for a one day clean up and to invite the Christmas committee to use the dumpster for unwanted Christmas items as well.  April would also like to see a lock put on the south door of the office for protection.  Council will ask Randy to install the lock.

Legislation:
There was a motion by Jeremy with a second by Kayle to vote on emergency resolution 2018-04 to accept the local government fund amounts, roll call: Kayle - yea, April-yea, Terry-yea, Jeremy-yea, Pete-yea.  There was a motion by April with a second by Terry to vote on passage of resolution 2018-04, roll call: Kayle - yea, April-yea, Terry-yea, Jeremy-yea, Pete-yea.

There was a motion by April with a second by Pete to vote on emergency resolution 2018-05, to accept the amounts and rates as determined by the budget commission and authorize the tax levies, roll call: Kayle - yea, April-yea, Terry-yea, Jeremy-yea, Pete-yea.  There was a motion by Terry with a second by April to vote on passage of resolution 2018-05, roll call: Kayle - yea, April-yea, Terry-yea, Jeremy-yea, Pete-yea.

Mayor:
The Mayor received a phone call from a concerned citizen regarding some illegal activity.  The Mayor thanked the citizen for their concern and directed them to call the sheriff's office.

There was a motion by Kayle with a second by April to approve the checks and purchase orders, roll call: Kayle - yea, April-yea, Terry-yea, Jeremy-yea, Pete-yea.  There was a motion by April with a second by Kayle to approve the financial statements, roll call: Kayle - yea, April-yea, Terry-yea, Jeremy-yea, Pete-yea.  There was a motion by April with a second by Kayle to approve the mileage, roll call: Kayle - yea, April-yea, Terry-yea, Jeremy-yea, Pete-yea.
There was a motion by Terry with a second by Jeremy to adjourn.



  

Council Minutes
October 31, 2018

Meeting was called to order at 7:00pm.
Attendance: Patty Hartings, Craig Knapke, Ed Gebert, Randy Severns, Jan Grieshop, Kris Hughes, Niel Loll, Kristina Boroff, John Boroff, April Grunden, Kayle Heckler, Pete Van Arsdel, Terry Seibert, Seth Seibert, Jeremy Welker

Pete Van Arsdel resigned his council position to serve in the village's solicitor capacity until Ross is able to join us again.  Kris Hughes was present to express his interest in a council position.  There was a motion by Terry with a second by April to appoint Kris Hughes to the vacant council seat, roll call: Kayle- yea, Seth - yea, Terry -yes, April - yea, Jeremy - yea.  The Mayor swore in Mr. Hughes.

Craig Knapke was present to explain the schedule for the water tower construction.  The foundation will go in after Thanksgiving, the tank will be constructed in December and January, and the coating will be applied in the spring.  Craig was required to have a letter signed by the village-zoning inspector stating that the village was exempt from obtaining a village-zoning permit to construct on village property.  Niel Loll signed the document. 
Craig presented council with font, wording, and color choices for the tower.
The EPA is requiring us to obtain an easement from property owners next to the land where we will be placing the new wells.  Pete has sent a letter to the company and is awaiting their response.  The EPA has okayed the area where the wells will be placed. 
Craig presented an invoice for payment of engineering services.  There was a motion by Jeremy with a second by Kayle to approve the payment of $10,000 from the OPW grant for engineering services and authorize the necessary signatures, roll call: Kayle- yea, Seth - yea, Terry -yes, April - yea, Jeremy - yea, Kris - yea.

Patty Hartings and Jan Grieshop were present representing the Christmas Walk committee.  The schedule of events was reviewed with council.  There was a discussion about the condition of the Santa house and the cost of necessary repairs, $1,725.40.  Council questioned whether the repairs were urgent for this year.  Patty stated that they were and that the committee did not have the money to make the repairs.  Council discussed purchasing a new shed that could be transformed into a Santa house for a reasonable cost.  Terry and Jeremy were appointed to a committee to research the idea and get back with council.  There was some discussion of moving the location of Santa for this season.  Patty and April informed council of some needed repairs to the town hall.  Council will do a walk through after the meeting adjourns.

There was a discussion about the minutes on the website.  We are required to post the in a reasonable time after the meeting.  This means posting unofficial minutes.  We will place a notice on the website that explains that these are the unofficial minutes and will not be considered official until they are approved at the council meeting the following month.
There was a motion by Jeremy with a second by Seth to waive the reading of the minutes, roll call: Kayle- yea, Seth - yea, Terry -yes, April - yea, Jeremy - yea, Kris - yea.  There was a motion by Terry with a second by Kayle to approve the minutes, roll call: Kayle- yea, Seth - yea, Terry -yes, April - yea, Jeremy - yea, Kris - yea.

Street Commissioner's report:
Trees were removed from a few locations around the village.  The cost for removal was $3,050.00.  Two of the trees were removed to allow for the storm sewer project.   The cemetery driveway has been completed, under budget, at a cost of $7,900.00.  There was a motion by April with a second by Kris to approve the report, roll call: Kayle- yea, Seth - yea, Terry -yes, April - yea, Jeremy - yea, Kris - yea.

Zoning: Niel Loll was present to sign paperwork for the water tower and to answer any questions that might arise. 

New Business:
There was a motion by Jeremy with a second by April to enter into the mutual aid agreement with Mercer County, roll call: Kayle- yea, Seth - yea, Terry -yes, April - yea, Jeremy - yea, Kris - yea.

Old Business:
Pete talked with Mr. Schmidt concerning the easement issue on High and Dutton Street.  Randy had sent a letter stating that the village would mow the property.  Pete explained the procedure for abandoning an easement if the village would decide at some point in the future to do that.  For now, the village will be mowing the easement and Pete and Randy will look over the map to be sure they know where the lines are.

The bottle cap bench project was discussed.  We are finished collecting caps.  We are estimating that we have enough to do five benches.  We need to find out how long it will take to get the benches after our order is placed.  The color of the standard bench and the cost to go with black and gray.  Who will be picking them up?  The caps need to be moved out of the garage before the November 13th meeting due to the Christmas walk. 

The sign at the front of the town hall is complete.  It looks great! The Mayor paid for it and the village will reimburse him.  The Mayor thanked Randy for his help with the installation.  Council will send a thank you card to the company for the donated supplies.

There was a motion by Terry with a second by April to approve the checks and purchase orders, roll call: Kayle- yea, Seth - yea, Terry -yes, April - yea, Jeremy - yea, Kris - yea.  There was a motion by Seth with a second by Kayle to approve the financial statements, roll call: Kayle- yea, Seth - yea, Terry -yes, April - yea, Jeremy - yea, Kris - yea.  There was a motion by Terry with a second by Seth to approve the September mileage, roll call: Kayle- yea, Seth - yea, Terry -yes, April - yea, Jeremy - yea, Kris - yea.  There was a motion by Terry with a second by Jeremy to adjourn.

 
 



Please note that the minutes presented on this page are unofficial and subject to change until they are adopted by council at the following month's meeting.
Council Minutes
November 13, 2018

Attendance: Ed Gebert, Matt Grunden, Pete Van Arsdel, Randy Severns, Barb Hamilton, Pauline Miller, Kristina Boroff, April Grunden, Kayle Heckler, John Boroff, Terry Seibert, Seth Seibert

There was a motion by Terry with a second by April to waive the reading of the minutes, roll call: Kayle - yea, Seth - yea, Terry - yes, Kris - yea, April - yea.  There was a motion by Kayle with a second by Seth to approve the minutes, roll call: Kayle - yea, Seth - yea, Terry - yes, Kris - yea, April - yea.

Street Commissioner:
There was a motion by April with a second by Kris to approve the purchase of stone for the cemetery driveway at a cost not to exceed $1,000, roll call: Kayle - yea, Seth - yea, Terry - yes, Kris - yea, April - yea.  Matt Site will be hauling the stone. 
Barb Hamilton thanked Josh and Randy for their help with the Christmas lights.  She also thanked council for their offer of a new Santa house.  She explained that the committee had received enough donations to cover the cost of repairing the existing house.  The house will be stored inside from now on to protect it.  The town hall decorating is coming along nicely. 

New Business:
There was a motion by April with a second by Kris to approve a 3% raise for village employees, roll call: Kayle - yea, Seth - yea, Terry - yes, Kris - yea, April - yea. 
The BPA has taken care of the employee Christmas gifts this year.  The checks will be issued through payroll and taxes will be withheld to comply with auditing standards.
The fire department has expressed an interest in the bell in the town hall tower.  They would like to dress it up and put it on display at the fire department.  The bell tower is in need of repairs, along with the roof and other items in the town hall.  The Township Trustees are also willing to help with the cost of the roof and other repairs to the building.   They maintain their records in the vault and they have an unused office in the town hall.  Barb Hamilton spoke about grant opportunities for historical buildings.  The Mayor stated that there are certain guidelines that we must follow because the building is listed on the historical register.  Council may consider at capital improvement campaign to help cover some of these costs. 

Old Business:
There have been some updates to the bottle cap bench project guidelines.  The benches only require 200 pounds of caps now and cost $250 each.  The standard color is black and gray.  The fire department would like to purchase two benches, 24 Fit donated money to purchase one bench; the village will be purchasing four benches.  The Mayor would like to place the order in February so that the benches are here in time for spring.  Area businesses may be interested in purchasing a bench for in front of their locations.  The Mayor asked for help moving the caps to the shelter house this Saturday for storage.  The Christmas committee needs to able to use the garage for the Christmas walk.  The picnic tables will also be moved inside the shelter house for winter storage. 
Pete reviewed a map of the easement location for the new well construction.  He explained the options with council of purchasing the land versus just doing an easement.  MGG owns the property and would have to adhere to certain guidelines with the easement option.  Pete will present a proposal to village council at the December meeting and then see what MGG says.  Council would like to go with the easement if possible. 
There was some discussion about purchasing lights for the tree in the park. 

There was a motion by Seth with a second by Terry to approve the checks and purchase orders, roll call: Kayle - yea, Seth - yea, Terry - yes, Kris - yea, April - yea.  There was a motion by Kris with a second by Seth to approve the financial statements, roll call: Kayle - yea, Seth - yea, Terry - yes, Kris - yea, April - yea.  There was a motion to approve the mileage for September and October, roll call: Kayle - yea, Seth - yea, Terry - yes, Kris - yea, April - yea.

There was a motion to adjourn by Terry with a second by Kayle. 
The next meeting will be held on December 18th at 7:00 pm.





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