October 6, 2014 - Meeting Minutes
Brewster Village Council met in regular session with Mayor Mike Schwab presiding.
7:00 P.M. – CALL TO ORDER
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to excuse Council Member Dave Godwin from this evenings meeting. The vote: All yes.
Council Members bowed their heads for the invocation provided by Clerk-Treasurer K. Kris King followed by the Pledge of Allegiance.
MEMBERS PRESENT:
Mike Schwab, Mayor
Dale Fox, Council Member
Chuck Hawk, Council Member
Tom Hilliard, Council Member
Paul Mackey, Council Member
Steven Tharp, Jr., Council Member
VILLAGE OFFICIALS PRESENT:
Al McCallin, Village Solicitor
Rob Pauley, Village Administrator
K. Kris King, Clerk-Treasurer
EMPLOYEES:
Chris Colucy, Fire Captain
Mark Murdocco, Fire Captain
Matt Bair, Fireman
Roger Carpenter, Fireman
Tyler Carpenter, Fireman
Randi Hickman, Fireman
MINUTES FROM THE SEPTEMBER 15, 2014 REGULAR COUNCIL MEETING:
Mayor Mike Schwab asked if there were any additions or deletions to the September 15, 2014 Council meeting minutes.
Council Member Tharp asked that a portion of the last minutes be changed to state that he agreed with Council Member Mackey that there should be meetings.
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to accept the minutes as presented. The vote: All yes.
PRESENTATION OF BILLS:
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to accept the bills for the amount of $ 272,049.86. The vote: All yes.
Council Member Hilliard stated he had not been informed that a mower had been traded in for a new John Deere. VA Pauley stated that he couldn’t economically repair the old one. Council Member Hilliard also questioned the bills for oil changes to Star America. He wanted to know why Elliot’s Auto wasn’t used. He feels that the village should use local businesses. Mayor Schwab stated he will ask Chief Porter why he took the vehicles out of town.
AUDIENCE:
Council Rules: Members of the audience shall rise to be recognized, state their name and address, ask their questions or make their comments in a direct manner, and receive their answer in a like manner. Members of the audience shall only speak at audience time, and shall be ruled out of order if they attempt to join in Council’s discussions. Courtesy shall prevail at all times.
Ray Heitger, 317 - 7th Street SE, he and his wife are heading the committee to organize the Halloween party. They asked that council appropriate up to $700 for supplies and prizes. They also asked that a section of Main Street be closed for the event to protect the children.
Roger Carpenter, 432 Wabash Ave N, attended to express concerns with the ongoing situations and the anonymous letters presented to council. There was a lengthy discussion on what was going on and what was being done to remedy the situation. Also attending and included in the discussion were Tyler Carpenter, Randi Hickman, and Matt Bair.
Chris Colucy, Fire Captain, wished to thank all the people that helped and attended the third annual Oktoberfest. He asked council to consider changing the current ordinance that prohibits alcohol in the park. Discussion on the planning of the Fire Department's events was discussed.
Tyler Carpenter, Harriman St SW, returned the conversation back to the Fire Department situation discussion from above.
Others in attendance: Katie Szillat, Katie Jameson, Peg McCune, and Cindy Mackey.
PRESENTATION OF GUESTS:
John Barkan of Barkan and Associates presented an overview of the human resource services he has been contracted to do for the village.
CONSIDERATION OF ORDINANCES:
Second Reading: A Resolution authorizing amending & appropriating $ 4,700,000 to the Sewer Fund.
Second Reading: An ordinance authorizing corrections to Ordinance 21-2014 which Modified Sewer Rates & Charges.
First Reading: A resolution authorizing a 2015 contract for Attorney Chapanar as Village Prosecutor.
First Reading: A resolution authorizing a two year contract with Attorney McCallin as Village Solicitor.
First Reading: A resolution authorizing the creation of a Sidewalk Improvement Fund with a $1500 quarterly transfer.
First Reading: An ordinance authorizing the Repeal of a Fifteen Minute Parking Restriction on S. Wabash.
From Village Clerk:Stark County Budget Commission requests that we approve the following resolution as soon as possible:
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to draw up a resolution accepting the amounts and rates as determined by the Budget Commission and authorizing the necessary tax levies and certifying them to the County Auditor and declaring an emergency. The vote: All yes.
RESOLUTION 40-2014: A resolution accepting the amounts and rates as determined by the Budget Commission and authorizing the necessary tax levies and certifying them to the County Auditor and declaring an emergency was given first reading.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to suspend the rule requiring three separate reading and bring the resolution forward for passage. The vote: All yes.
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to pass Resolution 40-2014 as read. The vote: All yes.
MUNICIPAL DEPARTMENTS:
Fire Department: Fire Chief Rick Patterson (absent)
Chief and Captains met with Mayor and members of Council on 09/16 to review Fire Department/Paramedic operations concerning equipment, budget, & personnel; Suggestions were made and the ball is in the department’s court. Council Member Hawk requested a copy of the minutes of that meeting.
The Firemen’s Oktoberfest was successful.
Chief’s Letter: Sutphen to work on pumpers. Safety checks & servicing of 3 large fire apparatus. Capt. Colucy stated that would include the two pumpers and a tanker.
Council Member Tharp asked why the Chief hasn’t been to a council meeting lately. VA Pauley stated he was taking his wife out for his birthday this evening.
Police Department: Chief Harry Porter (Vacation)
A letter from Navarre Police Chief praising Officer Benny Truman’s A.L.I.C.E. program at Fairless was read.
Part Time Officer Anthony Frame has resigned from the Police Department.
The 2015 Ford Explorer Police Interceptor has beenreceived and will need the $ 7,095 in equipment installed.
Chief Porter is on vacation this week.
Council Member Hilliard asked what it costs to hire a part time officer. Clerk King stated it is around $150 for physicals, background checks, and drug screens. Council Member Hilliard feels that we need to do more to keep our officers for longer periods of time.
Council Member Hilliard was disappointed in the comments that were made concerning his request for an officer to direct traffic at East Seventh Street and State Route 62 after the football games made by the chief.
Council Member Tharp asked the Mayor about putting the OVI checkpoints on hiatus. Since it hasn’t been discussed yet, will it continue? Mayor Schwab stated it probably will not be reinstated until after the first of the year. Council Member Tharp then asked about the DARE Program. Mayor Schwab stated that due to manpower limitations the DARE program provided by the Village is on hold at this time.
VILLAGE SOLICITOR:Attorney Al McCallin
Attorney McCallin, Attorney Beck, and Mayor Schwab will attend mediation for Walker case on Monday, October 20th at 12:30 pm.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to go into Executive Session to meet with legal counsel to discuss disputes involving the Village that are subject to pending or imminent court action at 8:17pm. The vote: All yes.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to exit executive session at 8:28pm. The vote: All yes. No action was taken.
Council Member Hilliard asked Solicitor McCallin if it were permissible to give the Clerk-Treasurer an increase in salary mid-term. Solicitor McCallin replied that the Clerk-Treasurer does not have voting privileges thus allowing a mid-term salary increase.
Council Member Tharp asked why Prosecutor Chapanar’s contract is for only one year. Mayor Schwab stated this was because Prosecutor Chapanar has been considering retirement.
COMMUNICATIONS:
The Mayor provided council with a copy of the Repository clipping from 09/19/14 concerning the Tattered & Worn Shop. It was nice advertisement and brought people into our community.
The Fairless Yearbook is requesting a donation of $ 125 for an advertisement which will invite students to participate in their local government.
The Fairless Food Cupboard Christmas Toy Committee is requesting a donation request of $1000 to help with the purchase of Christmas gifts for struggling families in the Fairless School District.
Senator Frank LaRose will be in Orrville on October 15th to discuss Substitute House Bill 5 from 10-12pm at the Schmidt Hall, 501 Hall Street.
VILLAGE ADMINISTRATOR:VA Robert Pauley
Administrator’s report for period 09/13/2014 thru 10/03/2014:
- Amherst St. Paving Project – pre-construction meeting held 10/03/2014. Core samples to be taken the week of 10/06/2014, milling/repairs/paving to begin week of 10/13/2014 (weather permitting).
- Levco Striping accomplished striping of parking/no-parking hash/ADA stalls. Centerline & School Zone to be accomplished 10/05/2014 (as weather permits).
- Replacement of the roof at the Recycling Building accomplished.
- Streets department completed the following: dead trees removed - Bimeler Park (5), old football field – 4th St SW (3), Washington Blvd. SW (3), 4th St. SW (1); storm drainage projects: Muskingham Ave. NW – catch basin’s at north end, Oak St. NW – yard drains & French drain within utility easement, 5th St SW – catch basin within alley & sump drainage discharge; property maintenance – line-of-sight clearing – 404 Wabash Ave. N @ Huron St. NE (foreclosure – walk-away). Massillon Washed Gravel scheduled to make curbing repairs (from catch basin inlet repairs) week of 10/6 & 10/13, asphalt patching to follow.
- Electric department: Davey Tree returned for 2nd half of line clearance trimming; appointed Mr. Ryan Henry as Lineworker Basic II effective 10/01/2014.
- Sweetwater pump station project, next progress meeting scheduled for October 16th.
- Reminder: Fall village cleanup – drop-off at Streets Dept. area week of October 6-9, 2014. Electronics, household hazardous waste, tires, paints are not accepted.
- Reminder: Curbside leaf pickup beginning the week of October 20th and will run thru November 20th (weather & leaves permitting). Residents are urged to rake leaves to the treelawn, not into the gutter or ditches.
From Mayor - Guidance on at what dollar figure Council would like to be involved in Fire Department and Police Department purchases: VA is village purchasing agent and under ORC can approve up to $50,000.
Fairless has worked with W & LE Railway to place banners on Underpass.
Council Member Hilliard stated that there are quite a few street lights out again. He stated that Sergeant Rossiter had recorded lights that were out when she was on midnights. VA Pauley stated that a member of the Electric Department goes out on a regular basis after dark. Council Member Hilliard stated both bins for the village cleanup are already filled. He is concerned that some residents don’t have access to vehicles to take items down to the bins. In the future he would like to see the village go back to curbside pickup. VA Pauley reiterated that the Street Department ran as a one man crew for most of the Summer and are playing catch up. Department ran as a one man crew. Council Member Hilliard stated it was only one day. VA Pauley stated it was an all week project and required more than just the Street Department.
VILLAGE MAYOR: Mike Schwab
Council Letter of Appreciation to Wheeling & Lake Erie Railway officials and employees.
Council letter of Appreciation to Brewster Friends Church Minister and Parishioners.
Both need Council signatures.
Clerk & Mayor will attend RCAP Utility Management training on 10/14 in New Philadelphia.
Attended LOGIC Board (RED Center Dispatch) meeting on 10/02 with FD Chief (copy of synopsis).
Notice to Council of a Mayoral appointment of Don Glick of 12970 Elton Street SW to the Village Planning Commission.
Recommend that Council appoint Ray Heitger of 317 E. Seventh to the Zoning Board of Appeals.
Respectfully Request:
- A Utility Committee meeting at which 30 minutes are set aside to discuss aspects of the Village role in First Energy's Harmon Substation.
- A Finance Committee Meeting at which 30 minutes are set aside to review the various Village funds and their budgets thru three-fourths of 2014.
- An Economic Development Committee Meeting at which 30 minutes are set aside to discuss the Village's role in the formation of a Brewster Business Organization.
VILLAGE CLERK-TREASURER:Kris King
Check register for tonight's meeting provided for Council's signatures.
Continuing to certify payrolls for Kenmore Construction along with applications and certifications for payment. Of the estimated $5,150,000 project cost, we are currently at $1,143,000.
An employee luncheon was held on September 29, 2014 with AFLAC. The representative will be returning on October 13, 2014 during lunch to complete any applications submitted and help employees with claims.
I will be leaving at noon tomorrow for an Ohio Association of Public Treasurer's board meeting followed by three days of training in Geneva.
I will be attending RCAP's Utility Management, Course 101 on October 14, 2014 in New Philadelphia.
Ohio Insurance Services will be here on Wednesday, October 22, 2014 at noon to go over the new insurance with the employees. Of the $ 112,500 exposure we have with the current plan, we have used $ 56,241.63. The first three quarters utilized 50% of the exposure.
Aultworks Occupational Works will be here on October 27, 2014 for Flu Shots from 10:30 until 11:30 AM.
Employees are invited to enjoy a free lunch and a 10 minute massage compliments of Massillon Chiropractics on Tuesday, October 28, 2014 in the meeting room. Council Members are invited.
The weather was absolutely beautiful for the Arts on the Boulevard. There were 30 vendors this year. That is up from 21 last year. A huge Thank You to everyone that participated and made our third year a success.
From the Mayor: Thank you to Kris for her outstanding work on the Arts on the Boulevard.
VILLAGE SPEAKS: Communications from Village residents
Council Member Tharp stated some residents were confused by the explanation of the Sewer Rate Ordinance. Mayor Schwab stated it was taken directly from the ordinance.
COMMITTEES or COUNCIL REPORTS:
*NOTE: 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
Street/Sidewalk Committee Work Session was held on September 15th.
Economic Development Committee Work Session on 09/22. A copy of the minutes was provided to council. Mayor Schwab reviewed the minutes. Council Member Tharp apologized for not being there and thanked those that attended.
Council Member Hilliard reviewed the Finance Committee that met this evening. The meeting discussed elected official salaries and increases for the mayor, clerk-treasurer, and council. Ramifications of the OPERS changes were also discussed.
EXPENDITURE REQUESTS from past Meetings:
PROPOSALS PENDING:
From Mayor: Creation of a Fund for future Sidewalk Repair/Replacement Fund and formulation of a protocol for use of such funds.
OLD or NEW BUSINESS:(Council Rules dictate a one meeting review period for expenditures, unless deemed an emergency)
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to have a letter of appreciation written for Captain Murdocco for his donation to pay for the insurance for the Firemen’s Oktoberfest. The vote: All yes.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to schedule an Economic Development work session on December 1, 2014 at 6:30pm to discuss the village’s role in forming a Brewster Business Organization. The vote: All yes.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to schedule a Finance Committee work session on October 20, 2014 at 6:00pm to discuss various funds and their budgets through the first three quarters of this year. The vote: All yes.
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to schedule a Utility Committee work session on October 20, 2014 at 6:30pm to discuss aspects of the village’s roll in First Energy’s Harmon Substation and have VA Pauley invite Dwight from GPD Engineering. The vote: All yes.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to schedule a Parks and Grounds work session on December 1, 2014 at 6:30pm to discuss the ordinance that prohibits the use of alcohol in village parks. The vote: All yes.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to nominate Ray Heitger to the Zoning Board of Appeals. The vote: All yes.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to draw up an ordinance increasing the salary of the Village Clerk-Treasurer by 3% back to the same date as the employee’s increases. The vote: All yes.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to approve a $700 appropriation for the Halloween Party for the children of the community following Trick or Treat and to close East Main Street from Wabash to Jefferson from 7:30 to 9:30pm and have the same times planned for the rain date on Saturday, November 1, 2014. The vote: All yes.
COUNCIL MEMBER MACKEY MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to donate $ 1,000 to the Fairless Food Cupboard for the Toy Drive. The vote: All yes.
There was a lengthy discussion that started out with the concerns about purchases made without council’s knowledge and how much the village administrator should be allowed to purchase without council being involved. The ORC states that it is $50,000. Council finally agreed that VA Pauley should be allowed to follow the ORC guidelines. The discussion then went to Fire Department purchases and back to the situation discussed earlier.
COUNCIL MEMBER HIILIARD MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to adjourn the meeting at 9:43 pm. The vote: All yes.
Respectfully submitted,
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K. Kris King, Village Clerk-Treasurer
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Mike Schwab, Mayor