May 2, 2016 - Meeting Minutes

 

Brewster Village Council met in regular session with Mayor Mike Schwab presiding.

 

7:00 P.M. – CALL TO ORDER

 

Council Members bowed their heads for the invocation provided by Clerk-Treasurer

Kris King followed by the Pledge of Allegiance.

 

Mike Schwab, Mayor

Dale Fox, Council Member                             Dave Godwin, Council Member

Chuck Hawk, Council Member                       Tom Hilliard, Council Member                       

Paul Mackey, Council Member                        Steven Tharp, Jr., Council Member     

 

Kris King, Clerk-Treasurer                  Dan Klein, Interim Village Administrator

 

Mayor Mike Schwab asked if there were any additions or deletions to the April 18, 2016 Council meeting minutes. 

 

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to accept the minutes as presented.  The vote: All yes. 

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to accept the bills for the amount of $ 374,764.70.  The vote: All yes.

 

Jay Huff, 756 McKinley SW, wanted more information on the ordinance amending Ordinance 24-2008 which adopted a Personnel Policy Manual.  The Mayor replied that this will allow the Village Administrator to make changes to the Personnel Policy Manual and inform the Council of the changes.  Mr. Huff asked if the Village is pursuing HR Consultant John Barkan for the information he had gathered and the Village paid for.  Solicitor Anthony is in communication with Mr. Barkan.  Council Member Tharp further discussed the ordinance change and that they are two separate issues.  Mayor Schwab reiterated that this is not a new ordinance but a change to what we already have.

 

Audience in attendance: Louie Carroll, Cindy Mackey, and Ann-Margaret Lambo.

There were no guests.

 

CONSIDERATION OF ORDINANCES:

Ordinance 13-2016:  An ordinance authorizing consent legislation for resurfacing of State Route 62 by the Ohio Department of Transportation (ODOT) within the Village limits was given third reading.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to pass the ordinance as read.  The vote: All yes.

 

Ordinance 14-2016:  An ordinance amending Ordinance 24-2008 which adopted a Personnel Policy Manual was given third reading.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to pass the ordinance as read.  The vote: All yes.

 

First Reading: An ordinance authorizing a November 2016 ballot issue to increase the Village Income Tax to 1.5%.

 

First Reading: A resolution authorizing the submittal of a November 2016 ballot issue to the electors to increase the Village income tax to 1.5%.

 

First Reading: Authorize Change Order #3 for Sweetwater Pump Station Project in the amount of

$ 2439.84.

First Reading: Authorize change Order #3 for Sweetwater Pump Station Project.

An Ordinance authorizing a Power Purchase Agreement for a Behind the Meter Solar Energy Project. 

 

FIRE DEPARTMENT: Chief Chris Colucy excused

Chief reports FD received a grant of $ 806.00 to cover the recent cost of training two firefighters.

 

Bill Griffith of Sol Harris Day architects was invited to look at possible upgrades to FD Building.   He has provided a quote of $ 3,500.00 to provide preliminary site and floor plans, and a construction estimate for repurposing a portion of the current FD building and adding additional facilities.  This is the first step in being eligible for grants or other funding. Quote provided to Buildings Committee Chairman.

 

Shearer Foods had a confined space training and invited Brewster and Wilmot Fire Departments.  Twenty-three fireman from the two departments participated.

 

The SCBA testing is due.  The cost will be under $500.

 

The trucks will be needing pressure tested.

 

We received our contract check of $ 23,963.00 from Tuscarawas Township for the first half of 2016.

 

Council Member Tharp asked if Chief Colucy was requesting a donation for the fireworks.  He also questioned whether everything was in order for the festival.  Mayor Schwab stated the TIPS training was good for three years and he didn’t know about the insurance yet.

 

The department has started working on junk car reminders and has addressed several property clean-up complaints.

 

The 2016 through April Activity report.

 

Council Member Hilliard said he had received complaints about speeding on Mohican Street.

 

 

Thank you letter from Greg & Shirley Borell of 643 Muskingum for the Spring Clean Up.

 

INTERIM VILLAGE ADMINISTRATOR: Dan Klein

Streets:

Water:

Electric:

Sewer:

 

Please provide the VA with any properties that are overgrown.

Council Member Hilliard wanted to know why his meter wasn’t read last month.  He didn’t feel the estimate was correct.  VA Klein explained it was estimated because it was his route and he was leave.

 

VILLAGE MAYOR: Mike Schwab

The RCAP Water Analysis/Village Water Rate Study was presented to Council on April 25^th.  RCAP recommended a change in the manner in which the Water Utility is budgeted to better prepare that Village Utility for the future.   RCAP’s approach emphasizes allotting revenue received for specific purposes: operations account, maintenance, emergency fund, debt service fund, and capital improvements.   Council adopted measures in recent years that are a good start.  RCAP has suggested rate increases to address potential infrastructure upgrades.  I advised the Village’s largest user of a possible rate increase in the near future.   They have advised that their fiscal year runs from October – September.   It is now up to Council.

 

American Renewable Energy and Power LLC solar field proposal is being reviewed by GPD, the Village electric engineering consultant.  GPD has a May 16 presentation to Council scheduled at 6 pm prior to a Council Meeting.  Surveyor’s plat drawing and legal descriptions have been provided to the Millers and Fairless.   Millers have been advised to farm their 12 acres in 2016, if they so desire.  American Renewable Energy and Power LLC Rep Dave Dwyer has requested a time after the GPD review to meet with Council to re-review his proposal.  I am working with Eric Downing of the US Army Corp to acquire an access easement across Corp property.

 

Work is progressing.  The contracted completion date is June 13.  One aspect of the project is crossing the RR tracks from South to North.  This line is the main feed to Shearers and the Depot, and to make the crossing safely an outage of approximately four hours will be required for those two customers.  Supt. Radich and I met with Representatives of the W & LE and Shearers to work out the details.  Looking at Memorial Day or a Sunday for their outage.  Shearers has advised that this will impact their busy manufacturing schedule.

 

Stark County Engineer Department will chip & seal this roadway outside of the Village limits in July.  County Engineer advises that Melway Paving Company has been contracted by the County for the work. 

I have contacted Melway to provide a quote for chipping and sealing W. Elton within the Village corporation.  Terry from Melway will provide a quote this week.   Village crews will need to prepare surface by patching cracks and potholes.  Chipping and sealing is only a stop gap measure to slow road degradation.  The County Engineer also advised that Brewster will not receive any Municipal Road funds from the County in 2016.  A quote will be available on May 16^th for Council consideration.

 

Tentatively scheduled to be performed by Village crews the week of August 15^th.  Approximately $20,000 for pipe & fittings, $ 2500 in backfill, $ 6400 in asphalt, $ 1000 for equipment rental, $ 2500 in new cones and flags, and $ 2000 for 2 part time PD as flaggers.  Also, exploring contracting for asphalt repair and flagging/work zone setup, as alternatives to doing those portions of project in-house.

 

201 McKinley apartment building structural concern:        

Contacted County Building Department.  Angela at County looked at the building and has advised that the building should be inspected by a structural engineer.  County will gain access for an engineer employed by the Village.   I have secured an engineer to make the inspection and provide a report at not to exceed $500.  County has issued a certified letter to owner.

 

OPEC Healthcare Cooperative will provide a quarterly report shortly.  Preliminary numbers: December 2015 was a high claims month.  The potential $ 6-7 million deficit for the three year contract was $ 7.163 million at end of 2015.  Due to lighter claims in January & February at the end of February 2016 the deficit was down to $ 6.12 million.

 

Village Gas Aggregation Program:

The Village broker, Tom Bellish of Buckeye Energy, has filed the required Village report for 2015 with the PUCO.  Tom advises that the current gas aggregation contract with VESI lapses in October of 2016, and he will provide information for Council review in the next several months

 

A preliminary draft based on their last session has been submitted to the Committee.  I would request that Committee meet to review the latest draft.  Once finalized I would like Clemans & Nelson to review at a cost, to use as a sample of their work.

 

Poll is on May Utility Bills and the numbers should be available at next Council meeting.  Does Council desire any additional information?

 

Four members of Council & the Mayor interviewed three finalists on May 1^st.  Council has minutes from that session.  Thanks you letters were sent to the eight unsuccessful candidates that had been interviewed on the previous two weekends.

The April and Year-to-Date Financials have been provided to Council.

 

FirstEnergy:  The final invoice for FirstEnergy easement transfers has been submitted in the amount of $59,931.28. Payment has not been received as of today.

 

Sweetwater Pump Station: The request of disbursement to cover the additional costs for Hazen and Sawyer for the three change orders has been submitted.  The funds are available from DEFA as soon as the legislation is passed for Change Order #3 for Kenmore Construction.

 

VA Klein came across the paperwork for two properties that the Village paid to have cleaned up and mowed last summer.  I have submitted assessment paperwork to the county.  It amounted to $1,352.99.

 

Please excuse the mess in Village Hall until May 25^th when we have our old records destroyed according to our records retention schedule. 

 

On-Line Bill Pay: In April we had 31 residents pay their bills online which is up from 18 in March. 

 

COMMITTEES or COUNCIL REPORTS: The Goal of any committee meeting is to discuss an issue or proposal and to provide, by a consensus of the committee members, ONE recommendation to Council

Minutes from April 18^th Public Hearing for the Alternative Energy System addition to the Zoning Code.

 

April 25^th - Council of the Whole Meeting with RCAP to review their Water Utility Analysis.

 

April 20^th– FD/Council SOG Committee reviewed proposed FD SOGs.

 

April 4^th - Quotes for concrete work in Bimeler Park was provided to Buildings, Parks, & Ground

Committee Chair.

 

The Single Hauler Poll is on the latest Utility Bills; numbers should be available for 05/16 meeting.

 

ARE/Dave Dwyer would like to provide Council with a solar proposal presentation at a committee meeting after the May 16^th GPD report to answer Council’s questions.

 

Council review of Clemans & Nelson HR consultation proposal requested.

 

EXPENDITURE REQUESTS from past Meetings:   

From FD Chief: Two Motorola Vehicle Radios at $1,449.80 total

From Village Clerk: Annual Employee Drug Safety Program for May at $1,050.00

 

May 16^th at 6pm-Dwight Niederkofler from GPD will review solar proposals.

 

OLD or NEW BUSINESS: (Council Rules dictate a one meeting review period for expenditures, unless deemed an emergency) 

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to accept the Planning Commission’s recommendation to rezone lots 7001294, 7000502, 7001116, and 7001117 on East 7^th St from B-2 to I-1 as requested by Brewster Cheese and have an ordinance prepared.  The vote: All yes.

 

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to schedule a public hearing on June 20^th at 6:30pm for the rezoning of the Brewster Cheese lots.  The vote: All yes.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to approve the quote from Ziegler Concrete for 10 pads in the park for porta-johns and trash receptacles at a cost of $1,750 from the Parks and Grounds Fund.  The vote: All yes.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to approve the quote from Ziegler Concrete replacing the 32’ x 24’ concrete pad in the west pavilion at a cost of $3,600 from the Parks and Grounds Fund.  The vote: All yes.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to approve the purchase of two Motorola radios at a cost of $1,449.80 from the Fire Equipment Fund.  The vote: All yes.

 

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to approve the annual drug safety program at a cost of $1,050.  The vote: All yes.

 

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to draw up an ordinance to authorize Village participation in the 2016-2017 ODOT Street Salt Program.  The vote: All yes.

 

COUNCIL MEMBER MACKEY MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to schedule a meeting with Dave Dwyer of American Renewable Energy on May 23th at 6:30pm to discuss the purchase power agreement proposal.  The vote: All yes.

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER HAWK and motion carried to schedule a Utility Committee meeting on May 9^th at 6:30.  The vote: All yes.

 

Councilman Godwin asked Council to consider not having a meeting on the week of July 4^th.  Just have the meeting on the 18^th since there is a holiday and a lot of people take vacations during this time.

 

Councilman Mackey asked if Council wished to discuss the hiring of Clemans and Nelson as our Human Resource Consultant.  Councilman Tharp suggested that we wait until the new Village Administrator is hired in case he has a preference for another firm.

 

Dave Wurtz expressed a concern about the lack of painted curbing adjacent to intersections especially at W. Second and Wabash.

 

"COMMENTS FROM THE AUDIENCE":

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to adjourn the meeting at 8:28 p.m.

 

Respectfully submitted,

 

 

_____________________________________

Kris King, Village Clerk-Treasurer

 

 

____________________________________

Mike Schwab, Mayor