Jan 27, 2025 January 27, 2025 Regular City Council Meeting

Bellbrook, OH · 2025-01-27 · More Bellbrook, OH meetings · More Ohio meetings

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[0:30] Thank you.
[1:00] Thank you.
[1:30] Good evening. I'd like to call to order tonight's city council meeting, the city of Belbrook.
[1:49] Today is Monday, December 27th, 2024. Please join me in the Pledge of Allegiance.
[1:56] I pledge allegiance to the flag of the United States of America and to the republic for which
[2:03] it stands, one nation, under God, indivisible, with liberty and justice for all.
[2:12] Thank you. Rob, would you please call the roll?
[2:15] Mr. Ashley.
[2:16] Present.
[2:17] Mr. Seifers.
[2:18] Present.
[2:19] Mr. Greenwood.
[2:20] Here.
[2:21] Mr. Hardy.
[2:22] Here.
[2:23] Deputy Mayor Havens.
[2:24] Here.
[2:25] Can I get a motion to excuse Mayor Shweller from this evening?
[2:34] So moved.
[2:35] In a second?
[2:36] I'll second.
[2:37] In a motion to excuse Mayor Shweller, Mr. Ashley.
[2:43] Yay.
[2:44] Mr. Seifers.
[2:45] Yay.
[2:46] Mr. Greenwood.
[2:47] Yes.
[2:48] Mr. Hardy.
[2:49] Yes.
[2:50] Deputy Mayor Havens.
[2:51] Yes.
[2:52] Mr. Hope.
[2:53] Yay.
[2:55] Do we have minutes?
[2:57] We do not.
[2:58] Didn't upload.
[2:59] No minutes.
[3:01] No special announcements or special guests.
[3:04] Brings us to citizens' comments.
[3:07] Anyone in the audience like to address the council this evening.
[3:12] No takers.
[3:14] It's like moving on to introduction of ordinances.
[3:21] Ordinance number 2025-0-1.
[3:27] Councilwoman Seifers.
[3:31] Ordinance 2025-...
[3:34] I almost said 2024.
[3:36] 25-0-...
[3:37] That's a typo.
[3:38] One.
[3:39] No, it's my...
[3:40] Yeah.
[3:41] Oh, actually, I see that now.
[3:42] Yeah.
[3:43] It was my brain that was doing the typo.
[3:45] Mine too.
[3:46] Ordinance 2024-0-14.
[3:50] No, that's correct.
[3:51] Yeah.
[3:52] It should be 24.
[3:53] Okay.
[3:54] My apologies.
[3:55] My brain was seeing the other one.
[3:56] Yeah.
[3:57] By making supplemental appropriations for expenses of the city of Belbrook for the period beginning January 1, 2025 and ending December 31, 2025 and declaring an emergency.
[4:08] Whereas the city of Belbrook adopted the 2025 annual budget based on the best information available at the time.
[4:16] And whereas additional costs and or adjustments are required for various 2025 personnel services and other expenses, which requires the amendment of various appropriation levels.
[4:28] Now, therefore, the city of Belbrook hereby ordains section one that to provide for the required expenses and other expenditures of the city of Belbrook during the fiscal year ending December 31, 2025.
[4:41] The appropriation levels are amended as set forth in Exhibit A, attached here to and incorporated herein by reference and hereby set aside to be appropriated.
[4:52] Section two, this ordinance is declared to be an emergency measure necessary to meet a public emergency affecting health safety morales or the public welfare or a special emergency in the operation of a municipal department.
[5:07] And for further reason that there is a need to increase the final invoice for a new medic unit for delivery and to receive a donation for police public safety equipment.
[5:18] Therefore, this ordinance shall take full force and effect immediately upon its adoption by council.
[5:24] Section three, it is hereby found and determined that all formal actions of this council concerning and relating to the adoption of this ordinance were adopted in an open meeting of this council.
[5:36] And that any and all deliberations of this council that resulted in such formal action were in meetings open to the public in compliance with all the requirements, including but not limited to section 121.22 of the Ohio revised code.
[5:53] And then Exhibit A attached has the adjustments.
[5:59] Fund 230 police fund and Fund 250 fire fund.
[6:04] Do you have any additional information to share?
[6:07] Yes, the purpose of the supplemental is to appropriate a donation that has been received for a specific purchase within the police department by resident as an honorarium of in part of a will of a resident.
[6:21] That was the 13,510 the additional 12,000 is an 11,000 and change change in the final invoice of the new medic that is three years ordered.
[6:35] However, do we did get a 2024 chassis not a 2021 chassis.
[6:40] So it is a newer vehicle because of some of the costs over the period of those three years and the chassis prices and supplies and then those costs were reflected.
[6:51] So that is a an increase to allow the payment of that invoice.
[6:55] So the ordinance is at introduction, but we ask that it's considered as an emergency so that we can process those and pick up the medic and consider its adoption at introduction this evening.
[7:09] Thank you, Rob.
[7:10] Any other discussion?
[7:12] Council.
[7:15] Seeing how this is a supplemental appropriation.
[7:18] Like to move to adopt this evening to have a motion.
[7:24] I'll make a motion to adopt that introduction ordinance 2025 dash dash one.
[7:31] Thank you, Kathy and a second.
[7:33] A second.
[7:34] PJ.
[7:37] On a motion adopt ordinance 2025 dash dash 01 at its introduction as emergency.
[7:43] Mr. Ashley.
[7:44] Yay.
[7:45] Mr. Cyphers.
[7:46] Mr. Greenwood.
[7:47] Yes.
[7:48] Mr. Harding.
[7:49] Yes.
[7:50] Deputy Mayor Havens.
[7:51] Yes.
[7:52] Mr. Hope.
[7:53] Yay.
[7:54] Motion cares.
[7:55] Thank you.
[7:56] Now moving on to adoption of resolutions.
[7:58] Resolution 2025 dash R dash 0 3.
[8:02] Councilman hope.
[8:04] Thank you, Deputy Mayor.
[8:07] Resolution 2025 R dash 0 3.
[8:11] Authorizing city manager to expend funds to cover the cost of various goods and services ordered for city operations.
[8:19] And to make payment on invoices with a then and now certificate.
[8:25] Whereas the city has pending invoices that exceed $3,000 for services that were ordered for the operations of the city.
[8:32] Whereas section 5705.41 sub part D of the Ohio revised code states no orders or contracts involving the expenditures of money are to be made unless there is a certificate of the financial.
[8:47] Sorry.
[8:48] The fiscal officer that the amount required for the order or contract has been lawfully appropriated and is in the Treasury or in the process of collection to the credit of an appropriate fund free from any previous encumbrances.
[9:05] And whereas the Ohio revised code has an exception for the requirement in section 5705.41 D allowing a then and now certificate which provides that if the fiscal officer can certify that both at the time that the contract or order was made.
[9:26] And at the time that he slash she is completing the certification sufficient funds were available or in the process of collection to the credit of a proper fund properly appropriated and free from any previous encumbrances.
[9:43] The taxing authority can authorize the drawing of a warrant and whereas the Ohio revised code allows amounts less than $3,000 for municipalities to be paid by the fiscal officer without affirmation of the taxing authority upon completion of the then and now certificate.
[10:04] Provided that the expenditure is otherwise lawful and whereas there are sufficient funds currently appropriated by ordinance to cover the cost incurred for the various goods and services.
[10:16] Now therefore the city of Belbrook hereby resolved section one. The city manager is hereby authorized to approve payment for the goods and services listed in exhibit a through the then and now certificate.
[10:28] Section two that is found and determined that all formal actions of the city council relating to the adoption of this resolution were adopted in the open meeting of this council.
[10:38] And that all deliberations of this council and any of its committees that resulted in such formal action were in meetings open to the public in compliance with the legal requirements including sections 121.22 of the revised code of the state of Ohio.
[10:55] Section three that this resolution shall take effect and be enforced forthwith.
[11:02] And then there is a attachment.
[11:06] Rob, I want to discuss.
[11:09] Certainly as mentioned during the supplemental this is the then and now certificate to allow payment of the invoice for the medic due to the fact that the original order and processing and need to change and increase the purchase order came after the actual order date of three years ago.
[11:29] Just to be safe and transparent and clear that we are tracking and monitoring those time frames.
[11:36] Law requires us to encumber money before engaging in services to make sure that there is appropriate appropriations.
[11:44] Kind of duplicative there as well as making sure that that is followed financial processes.
[11:51] So what this does is allows and verifies that there was a good or service ordered that there is adequate funds available and that payment of that invoice will be will be authorized.
[12:04] So we have to consider tonight for adoptions that we can process it in voice and pick the medic up Wednesday.
[12:11] Finally.
[12:14] Okay.
[12:16] Any discussion from council?
[12:18] Nothing for me.
[12:20] Awesome.
[12:22] Do we need to vote on this this evening?
[12:24] Okay.
[12:26] Do I have a motion?
[12:28] So moved.
[12:30] I have a second.
[12:32] I'll second.
[12:35] Motion to adopt.
[12:37] Motion to adopt resolution 2025-R-03.
[12:42] Mr. Ashley.
[12:43] Yeah.
[12:44] This is Cypher's.
[12:45] Yeah.
[12:46] Mr. Greenwood.
[12:47] Yes.
[12:48] Mr. Harding.
[12:49] Yes.
[12:50] Mr. Mayor Havens.
[12:51] Yes.
[12:52] Mr. Hogue.
[12:53] Yeah.
[12:54] Motion carries.
[12:55] Great.
[12:56] No old business.
[12:57] No new business.
[12:58] Brings us to city manager report.
[13:01] What do you say, Rob?
[13:06] Yeah.
[13:07] Scrivener's here there.
[13:09] Just a just a couple of things this evening.
[13:11] We we continue to work and we're hopeful that at the at the next meeting we will finalize our presentation for the Community Reinvestment Act
[13:19] modification and suggested modification that is for council's consideration.
[13:23] As you recall, we presented the housing study that that Ms. Grant conducted for us.
[13:33] And if there's not been any questions and we haven't seen or heard any, we've also posted that as well.
[13:39] So we'll continue with that process.
[13:41] Also upcoming, we will continue with some of the other items upon Mayor, Mayor Schwellers return.
[13:49] We also have the beginning of our audit that is that is started already.
[13:56] We also have a series of additions to the uniform guidance policies for finances that has come down for handling and single audits of federal money,
[14:09] even though they don't apply to us or good sound financial practices.
[14:13] So we're in the process of reviewing those and getting those implemented.
[14:16] So council will be seeing a approval of some some revised policies and added policies that has come down as suggested from the federal government
[14:26] and as well as policies regarding our capital assets and asset thresholds for inventory purposes.
[14:33] But we'll we'll provide all those in the in the policy updates.
[14:37] Other than that, staff has been busy with some personnel related items we have.
[14:44] And I'm sure it'll be covered in the public safety reports.
[14:47] I don't want to cover too much, but some staffing new hire coming in on police and also still advertise for for fire.
[14:55] And we're at the beginning portion of the year of all of our boards and commission meetings and getting all.
[15:00] The election of officers within those boards and appointments and swearing in of new and re-appointed
[15:07] members. And that's what's been going on. So that's all I have for the night.
[15:15] Thank you, Rob. Any questions for city manager?
[15:21] Nothing further. I do have one question. Certainly. And if you don't know off the top of your head,
[15:25] that's fine. But was there a lot of change over on who the leaders were in those groups?
[15:31] There has not been. Actually, none yet. We got two more boards to go.
[15:40] Well, that brings us to committee reports. We'll start off with safety. Mr. Hope.
[15:47] Thank you, Deputy Mayor. Just a quick update as mentioned in several instances already in
[15:54] this meeting. We will get the new medic on Wednesday. So everyone be on the lookout for
[15:59] the nice, bright, shiny, beautiful medic. And then if I'm not mistaken, we will be swearing in a new
[16:06] officer in the next city council meeting. So looking forward to that. That's all. Thanks.
[16:13] Thank you, Mr. Hope. Service committee. Mr. Greenwood. Thank you, Deputy Mayor.
[16:19] The only thing I have is when things fall out, potholes tend to develop.
[16:27] It's that time of year in a pretty rough cold spell. But the service department appreciates
[16:34] if you do see something like that. Call them and report it so they can take care of it.
[16:40] It's a safety issue. So and they do a good job taking care of it. That's all I have.
[16:45] Thanks. Yes, they do. Thank you, Councilman Greenwood. Finance audit committee. Councilwoman
[16:53] Cyprus. I don't have anything for 20 minutes. And lastly, community affairs committee just
[17:01] real quickly. We still have openings on BZA and Museum. Correct. And VRB. And VRB. Yeah,
[17:10] we saw one on VRB. That's right. So maybe a different way if we've got all these thousands
[17:17] of people out there watching this television show right now. To think about this is who's the smartest
[17:23] person you know that lives in Belbrook and try to encourage them to volunteer. We don't
[17:28] want just anyone. We want someone that really will come and participate and wants to volunteer
[17:35] and do the right thing for their community. So I ask anybody that's watching to consider it that way.
[17:42] That's all I have. Now we're off to city official comments starting with Mr. Ashley.
[17:49] Nothing tonight. Thank you. Thank you, sir.
[17:54] Mrs. Cyprus. Nothing for me. Thank you.
[17:57] Mr. Greenwood. Nothing tonight, Deputy Mayor.
[18:04] Mr. Hardy. Mr. Hope. I just have one quick one. Just a reminder, there will be a community leaders
[18:12] meeting on February 3rd, 5 p.m. at Belbrook Middle School. So that will be the city,
[18:21] township, parks, edit, and schools at the school. So look forward to
[18:33] deep engagement with the community on a good night. 5 p.m. at Belbrook Middle School cafeteria.
[18:40] Thank you, Mr. Hope. And I have nothing further as well. So unless anyone has anything
[18:47] further to bring before the council, I declare this meeting adjourned.
[18:54] Record. Thank you.