The regular monthly meeting held via Zoom was called to order on Monday evening, April 6, 2020 at 7:00 p.m. by Mayor Larry Dodds.

Trustees Presents were:
Charles Morefield - Aye
David Rathke -Aye
Benjamin Thackeray -Aye
Carol Stephenson -Aye
Jason Wagoner -Aye
Vincent Beck -Aye

Also presents were Superintendent of Maintenance Josh Hereford; Village Treasurer Connie Gossmeyer; Police Chief Michael Scott.

Trustee Jason Wagoner made a motion to dispense with the reading of the minutes and approve as presented. Trustee Carol Stephenson seconded the motion. Vote: Charles Morefield-Aye, David Rathke-Aye, Benjamin Thackeray-Aye, Carol Stephenson-Aye, Jason Wagoner-Aye, Vincent Beck-Aye. Motion carried.

Village Treasurer Connie Gossmeyer presented the Treasurer’s Report for the month of March 2020.

Beginning Balance $162,155.75
Ending Balance $178,480.26
Increase for the month of March 2020 $ 16,324.51

Trustee Charles Morefield made a motion to approve the Treasurer’s Report for the month of March 2020. Trustee Benjamin Thackeray seconded the motion. Vote: Charles Morefield-Aye, David Rathke-Aye, Benjamin Thackeray-Aye, Carol Stephenson-Aye, Jason Wagoner-Aye, Vincent Beck-Aye. Motion carried.

Trustee David Rathke made a motion to pay the bills as presented. Trustee Carol Stephenson seconded the motion. Vote: Charles Morefield-Aye, David Rathke-Aye, Benjamin Thackeray-Aye, Carol Stephenson-Aye, Jason Wagoner-Aye, Vincent Beck-Aye. Motion carried.

Public comments-Items on the agenda.

The were no public comments.

Police Chief Michael Scott gave the first special report. Mike discussed how the police department is handling the Stay-at-Home order. Mike stated if we have questions regarding essential vs. non-essential businesses should be directed to the Department of Commerce.

Superintendent of Maintenance Josh Hereford gave the next special report. Josh stated he has spent several days patching holes in the streets that were caused by plowing. Josh stated he has been picking up a lot of bulk garbage and brush this month, likely due to residents being home more.

Mayor Larry Dodds stated there is an Animal Control/Zoning Report in your folders for review.

Mayor Larry Dodds stated there is an EMA Report in your folders for review.

Mayor Larry Dodds gave the final special report. Mayor Dodds discussed the updated revenue details for the Village of Colfax. Mayor Larry Dodds stated we will have crack sealing done on Main Street and Center Streets next month.
Mayor Larry Dodds discussed the closing of the Motor Fuel Tax expenditures for FY 2019-2020 and the opening of the Motor Fuel Tax account for FY 2020-2021.

Trustee Benjamin Thackeray made a motion to authorize the closure of the Motor Fuel Tax expenditures for FY 2019-2020. Trustee Charles Morefield seconded the motion. Vote: Charles Morefield-Aye, David Rathke-Aye, Benjamin Thackeray-Aye, Carol Stephenson-Aye, Jason Wagoner-Aye, Vincent Beck-Aye. Motion carried.

Trustee Charles Morefield made a motion to authorize the opening of the MFT Funds account for FY 2020-21. Trustee Benjamin Thackeray seconded the motion. Vote: Charles Morefield-Aye, David Rathke-Aye, Benjamin Thackeray-Aye, Carol Stephenson-Aye, Jason Wagoner-Aye, Vincent Beck-Aye. Motion carried.

Next on the agenda was the discussion and approval for the Summer 2020 Street and Alley resurfacing plans.
Trustee Vincent Beck made a motion to approve the Summer 2020 Street and Alley resurfacing plans for the Village of Colfax. Trustee Benjamin Thackeray seconded the motion. Vote: Charles Morefield-Aye, David Rathke-Aye, Benjamin Thackeray-Aye, Carol Stephenson-Aye, Jason Wagoner-Aye, Vincent Beck-Aye. Motion carried.

Next on the agenda was the discussion and adoption of the 2020-2021 Appropriation Ordinance for the Village of Colfax. Mayor Larry Dodds stated the amount for the bonds has been changed due to new information received. The new amount is lower than originally discussed.

Trustee Carol Stephenson made a motion to approve the Appropriation Ordinance for the 2020-2021 Fiscal Year. Trustee David Rathke seconded the motion. Vote: Charles Morefield-Aye, David Rathke-Aye, Benjamin Thackeray-Aye, Carol Stephenson-Aye, Jason Wagoner-Aye, Vincent Beck-Aye. Motion carried.

Mayor Larry Dodds stated the Boy Scout Box Car Derby on April 18, 2020 has been postponed. This event will be rescheduled at a later date.

Next on the agenda was the opening of the bids for the property at 114 East Main Street. Mayor Larry Dodds stated the Village of Colfax received a bid from the Colfax Restoration Project for $1,000.00. Michael Rigsby, committee member for the Colfax Restoration Project, discussed the plans for the property. Michael stated he would like to make the area a green space that can be used for Farmer’s Markets and other outdoor gatherings. He discussed a structure he would like to add in the future.

Trustee Carol Stephenson made a motion to accept the bid of $1,000.00 from the Colfax Restoration Project for the property at 114 East Main Street in Colfax. Trustee David Rathke seconded the motion. Vote: Charles Morefield-Aye, David Rathke-Aye, Benjamin Thackeray-Aye, Carol Stephenson-Aye, Jason Wagoner-Aye, Vincent Beck-Aye. Motion carried.

Next on the agenda was the consideration of the purchase of a new police vehicle. Police Chief Michael Scott provided the Board of Trustees with a packet discuss the options and costs for a new police vehicle. Mike stated that the Village would need to borrow approximately $18,000 from People’s State Bank in addition to the funds that are in the Police Squad Car Account. Mike reported that once ordered the vehicle would take about 22 weeks to come in. This car would replace the 2007 Impala that currently has 115,000 miles on it. Trustee Vincent Beck asked Mike if the presented amount included everything that the squad car would need to be ready for patrol. Mike reported yes, everything was included.
Trustee Vincent Beck made a motion to purchase a new police vehicle with the plans presented. Trustee Benjamin Thackeray seconded the motion. Vote: Charles Morefield-Aye, David Rathke-Aye, Benjamin Thackeray-Aye, Carol Stephenson-Aye, Jason Wagoner-Aye, Vincent Beck-Aye. Motion carried.

Next on the agenda was the discussion regarding picking up appliances, trash, landscape refuse and trees. Mayor Dodds stated he has been contacted regarding some residents taking advantage of Superintendent of Maintenance Josh Hereford when it comes to bulk waste pick up. Trustee Vincent Beck questioned whether or not we should limit the number of buckets picked up from each household. Superintendent of Maintenance Josh Hereford stated he believes we should either provide the service or not.
Next on the agenda was the discussion of regulations regarding to living in a travel trailer with the Village limits. There had been some complaints about a travel trailer being used as a residence. The Board would like to discuss an Ordinance regarding using a resident’s living in travel trailers. Mayor Larry Dodds stated he will discuss with the Village Attorney.

Next on the agenda was the reinforcement of what items are permitted to be dumped at the landscape dump. Superintendent of Maintenance Josh Hereford stated that only landscape waste is to be dumped at the local dump.
Discussion regarding allowing the full-time employees to roll over their vacation and sick time. It was decided to allow the rolling over of vacation and sick time with a maximum of five weeks. An appropriate ordinance will address this policy.
Next on the agenda was the approval of retroactive waiving of late frees, and not issuing any disconnect notices, effective March 18, 2020 due to the State of Emergency declaration.

Trustee Vincent Beck made a motion to approve the retroactive waiving of late frees, and not issuing any disconnect notices, effective March 18, 2020 due to the State of Emergency declaration. Trustee Carol Stephenson seconded the motion. Vote: Charles Morefield-Aye, David Rathke-Aye, Benjamin Thackeray-Aye, Carol Stephenson-Aye, Jason Wagoner-Aye, Vincent Beck-Aye. Motion carried.

Next on the agenda was the approval of the sealing of the cracks on Main Street at a cost of $4,172.00 to be paid from the Bonds Fund.

Trustee Benjamin Thackeray made a motion to approve the sealing of the cracks on Main Street at a cost of $4,172.00 to be paid from the Bonds Fund. Trustee Vincent Beck seconded the motion. Vote: Charles Morefield-Aye, David Rathke-Aye, Benjamin Thackeray-Aye, Carol Stephenson-Aye, Jason Wagoner-Aye, Vincent Beck-Aye. Motion carried.
Next on the agenda was the approval of Russell Leigh & Associates to conduct the annual audit for FY 2019-2020 at a cost not to exceed $5,200.00.

Trustee Charles Morefield made a motion to approve Russell Leigh & Associates LLC to conduct the annual audit for FY 2019-2020 at a cost not to exceed $5,200.00. Trustee David Rathke seconded the motion. Vote: Charles Morefield-Aye, David Rathke-Aye, Benjamin Thackeray-Aye, Carol Stephenson-Aye, Jason Wagoner-Aye, Vincent Beck-Aye. Motion carried.

Next on the agenda was the discussion and approval regarding selling front-end loader buckets of rocks to residents of Colfax. Mayor Larry Dodds stated that he would like to offer rock to residents at a cost of $25 per bucket with a maximum of 3 buckets per customer.

Trustee Benjamin Thackeray made motion to approve the sale of front-end loader buckets of rock at a cost of $25.00 per bucket with a maximum of 3 loads per customer. Trustee David Rathke seconded the motion. Vote: Charles Morefield-Aye, David Rathke-Aye, Benjamin Thackeray-Aye, Carol Stephenson-Aye, Jason Wagoner-Aye, Vincent Beck-Aye. Motion carried.

Public comments-Items not on the agenda.

There were no public comments.

Trustee Jason Wagoner made a motion to go into executive session to consider appointment, employment, compensation, discipline, performance or dismissal of village employees or sale of property. Trustee Benjamin Thackeray seconded the motion. Vote: Charles Morefield-Aye, David Rathke-Aye, Benjamin Thackeray-Aye, Carol Stephenson-Aye, Jason Wagoner-Aye, Vincent Beck-Aye. Motion carried.

The Board of Trustees went into executive session at 8:26 p.m.

Trustee Carol Stephenson made a motion to go back into open session. Trustee David Rathke seconded the motion. Vote: Charles Morefield-Aye, David Rathke-Aye, Benjamin Thackeray-Aye, Carol Stephenson-Aye, Jason Wagoner-Aye, Vincent Beck-Aye. Motion carried.

The Board of Trustees went back into open session at 8:33 p.m.

Trustees Charles Morefield made a motion to adjourn. Trustee Carol Stephenson seconded the motion. Vote: Charles Morefield-Aye, David Rathke-Aye, Benjamin Thackeray-Aye, Carol Stephenson-Aye, Jason Wagoner-Aye, Vincent Beck-Aye. Motion carried.

The meeting was adjourned at 8:34 p.m.


Respectfully submitted,
Portia Vandegraft
Village Clerk