October 2, 2017 - Meeting Minutes

MINUTES
BREWSTER VILLAGE COUNCIL
OCTOBER 2, 2017
7:00 P.M.
 
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.
 
MEMBERS PRESENT:
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
 
VILLAGE OFFICIALS:
John Anthony, Solicitor                                  Kris King, Clerk-Treasurer
Michael L. Miller, Village Administrator 
 
MINUTES FROM THE SEPTEMBER 18, 2017 REGULAR COUNCIL MEETING:
Mayor Mike Schwab asked if there were any additions or deletions to the September 18, 2017 Council meeting minutes. 
 
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to accept the minutes as presented. 
 
PRESENTATION OF BILLS:
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to accept the bills in the amount of $ 129,827.75.  The vote: All yes.
 
AUDIENCE:
Stuart Rogers, 235 - 7th St SW, asked if the chicken smell complaints were about his property.  Councilman Godwin stated there were complaints about his chickens stinking last year but it appears he has it under control.  Councilman Godwin stated that he did however have pictures of his chickens escaping and damaging neighbor’s flower beds and such.  Mr. Rogers stated that does occasionally happen but he gives the neighbors eggs and they are they are ok with his chickens.  Mr. Rogers asked what local legislation from other communities that Council was using as a template for Brewster’s legislation.  Mayor Schwab stated that mostly the City of Alliance’s ordinance was used.  Mayor Schwab asked Mr. Rogers for input on what he felt was reasonable.  Mr. Rogers had obviously already done some research and Mayor Schwab asked him to provide some suggestions for the next meeting.  Mr. Rogers stated that House Bill 175 discussed this issue and recommended that the number be based on acreage.  Mr. Rogers is concerned that he is going to have to demolish the structure that he has built.  Solicitor Anthony stated there is no grandfathering in this ordinance.  Councilman Godwin stated this ordinance is fluid and can still be changed and he welcomes Mr. Rogers suggestions.
      
Other in the audience:  DJ Wesie, Jason Moore, Mike Radich, Ryan Swan, Jim and Jenny Spivey, Chief Keith Creter, Chief Chris Colucy, Stuart Rogers, Ray Heitger, and Sidney Radich.
 
CONSIDERATION OF ORDINANCES:  Titles of each read by Solicitor John Anthony
ORDINANCE 61-2017: An Ordinance Amending Chapter 90.16 Concerning Vicious Dogs and to Repeal Chapter 90.18 was given third reading.
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to pass the legislation as presented.  Mayor Schwab explained that this legislation came about from a lawsuit that was filed in Reynoldsburg and the ASPCA had requested the Village pass this legislation.  Councilman Godwin stated that a dog’s behavior is dependent on how it is raised.  The vote: All yes.
 
ORDINANCE 62-2017: an ordinance authorizing a contract with Attorney G Ian Crawford for village prosecutor services was given third reading.
 
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to pass the legislation as presented.  Councilman Hilliard asked if the legislation included the increase that Prosecutor Crawford had requested.  Mayor Schwab stated his annual rate went from $12,000 to $12,300.  The vote: All yes. 
 
Second First: An Ordinance Amending Chapter 90 concerning the keeping of chickens, fowl, and rabbits.
 
First Reading:  An Ordinance Authorizing a Contract with L.O.G.I.C. for RED Center Dispatching for Police & Fire for 2018 (Police = $ 11.51/person = $ 24,816; Fire/EMS = $ 50.26/call = $ 32,820).
 
First Reading: An Ordinance Authorizing Purchase of a 2017 Ford F450 Lifeline Ambulance thru an Ohio Cooperative Purchasing via Pfund Superior Sales of Ravenna, Ohio (as drafted Village share = $ 180,739.00).  Councilman Mackey and Councilman Tharp did not feel that the draft legislation did not reflect what they felt the motion was intending to create. 
 
COUNCIL MEMBER MACKEY MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to amend the ordinance to reflect that the Village’s ambulance cost be reduced by the $14,000 offered by from the Brewster Firemen’s Association and the amount of the trade-in or sale of the 2003 ambulance setting the maximum cost to the Village of $180,739.  The vote: All yes.
 
RESOLUTION 63-2017: An Informal Resolution of Congratulation to Nick Shephard - Canton Repository Player of the Week.
 
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to pass the resolution as presented.  All yes.
 
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to un-table the ordinance authorizing the Village to become a member of the Stark County Schools Council of Governments and to participate in their employee healthcare programs. The vote: All yes.
 
ORDINANCE 64-2017: An Ordinance Authorizing a Resolution to Become a Member of the Stark County Council of Government and to Participate in their Employee Healthcare Programs was given third reading by Solicitor Anthony.
 
COUNCIL MEMBER GODWIN MOVED, SECONDED BY FOX and motion carried to bring the legislation forward for passage. The vote: All yes.
 
Councilman Hilliard ask whether the Tabled ordinance authorizing a contract for the village employee health plan needed to be passed. Mayor Schwab stated that that ordinance was drawn up when there was the discussion concerning other health plans the Village might be considering. Mayor Schwab stated there was no need for formal action on this draft.
 
Councilman Hilliard asked whether the ordinance amending Chapter 90 concerning the keeping of chickens and other fowl could be tabled. Mayor Schwab stated Council could be table it now or it could be tabled at the third reading.
 
Councilman Tharp stated that the way the ordinance for the new ambulance had been written prior to being amended was not the way he had intended. Mayor Schwab stated any ordinance can be changed. Councilmember Mackey agreed with Council member Tharp stating that he was under the impression that the Association was going to pay the $14,000 towards the diesel engine.
 
MUNICIPAL DEPARTMENTS:
Fire Department: Chief Chris Colucy
MARC’s radios: Chief Colucy stated the Fire Marshall has opened a grant for the fire department to qualify for. It will be up to $50,000 in funds to help with the cost of the new radios. They are going live with this system on January 1, 2019. Chief Colucy is estimating the department will need eight mobile radios (one for each truck and the Station) and 18 portable radios. The total for these two purchases is $50,000. The county commissioners have secured $5 million to help out with the cost of the user fees for all departments, they are saying we should be user free for four years after this will have to pay a user fee for how many radios we have on hand. It is estimated that user fee will be $10 per month per radio after the grant money has run out.
 
2017 Ford F450 Lifeline Ambulance: Chief Colucy stated the new ambulance has been ordered and that the Association is paying to have it painted red to match the rest of the vehicles.      
 
Police Department:Chief Keith Creter
Chief Creter introduced two candidates for Part Time Officers: Dale Wesie, Jr. & Jason Moore.    Council is asked to confirm the Mayor’s appointment of Dale Wesie & Jason Moore as P.T. Officers, pending successful physical, drug screen, and background check.
 
Chief Creter provided a monthly activity report to Council.  There have been 738 calls this year. He stated there is a lot more vehicle traffic traveling through town. He informed Council that the BB incident has been solved and the Mary Eick case has some promising leads.
 
The County Wide Drug Take Back Day was a success Brewster residence brought in 25.5 pounds of pills and liquid drugs and one box of sharps. Councilman Tharp stated that Countywide, there were over 12,000 pounds pills and liquids.
 
The MARC’s radios for the Police Department are not eligible for any grants. Chief Creter is meeting with the school on Wednesday discuss the new system. The department is looking at purchasing six radios and three bases.
 
VILLAGE SOLICITOR:Attorney John Anthony
State topics - HB 331: small cell wireless & central authority for collection of income tax by State.
 
Ohio Ethics Law relating to potential conflicts of interest: Solicitor Anthony discussed how it is unethical for an elected official to participate in any legislation or other activity where that Official could be affected financially either positively or negatively.
 
Solicitor Anthony provided a rough draft of an ordinance regulating pigeons based on a model provided by a Local Pigeon Association.
 
COMMUNICATIONS:
OML Reports that Ohio BWC 2018 premiums will be reduced by 6.1%.
 
OML Cities & Villages - Article on the Sunshine Law & Electronic Communications; worth reading.
 
Councilman Tharp had been approached and asked why the Clerk-Treasurer would still receive a $250 waiver for not taking health insurance when two other employees could no longer receive the incentive. VA Miller stated that as an elected official, there could be no change in the compensation package until the next term. Councilman Tharp then questioned whether it was compensation or a benefit. Solicitor Anthony will research the question.
               
VILLAGE ADMINISTRATOR: Mike Miller
Administrator’s report for period 9/19/2017 thru 10/2/2017:
 
  • Jefferson Ave SE Sanitary Sewer Main Replacement Project.  I previously sent out a memo on the Jefferson Ave SE Sanitary Sewer Main Replacement Project, which I will attempt to summarize. The main objective of the Jefferson Ave SE Sanitary Sewer Main Replacement Project entails the replacement of approximately 1100 feet of existing sanitary main. We have serious problems with the existing sanitary main. We have gaps at the joints which is allowing not only the infiltration of water in rain events, but is also causing sink holes because the gaps are also allowing dirt from above to enter the sanitary main, creating numerous sink holes along its course. This year we have had 3 separate subsidence locations – one which was very large and required the excavator to determine depth and fill in, as well as at the manhole at Jefferson and 7th Street. The sanitary main is aged, and the manholes are deteriorating. The issue beyond the obvious is that the section of sanitary main under Jefferson Ave from 5th Street to 7th and running in the right-of-way to the south towards the WWTP is 30 feet deep. Currently it is 18 inches in diameter. The agreed scope would increase the size of the sanitary main to the south of 7th Street (300 feet) to 30 inches to match what was installed in the 2015 project, and to 24 inches for 7th street north to the project termination (800 feet). We plan to eliminate a manhole as part of the project, but would replace the remaining manholes. We would also make improvements to Jefferson Ave SE from 7th Street to 5th Street to include looping the water line the additional approximate 370 feet, as well as managing the storm water that gathers coming down 5th Street and the alley between 5th Street and 7th to Jefferson and currently ponds and leaches into the sanitary main so that the issue can be prevented from reoccurring in the future. The sanitary main runs north of 5th street and Jefferson through backyard easements and/or right-of-way (paper streets and alleys) to further complicate replacement. The estimated cost of the project with contingency is $750,000.
 
I have followed the requirements of Ohio Revised Code, resulting in the firm is Hazen and Sawyer being the highest rated engineering firm, and the “negotiated” price for preparing specifications and overseeing the bid process is not to exceed $74,353. There is $75,000 available in the WWTP budget (engineering and capital) for the design and preparation of bid documents of the project. We will need to explore sources of funding for construction costs.
 
I am requesting authority from Council to enter into contract with Hazen and Sawyer in an amount not to exceed $74,353 to proceed with design and preparation of bid documents for the Jefferson Ave SE Sanitary Sewer Main Replacement Project as outlined above.
 
We have also received a price for construction oversight, which we may or may not accept at a future date. We will need to explore sources of funding for construction costs.
 
  • Health Insurance. For the past couple of meetings, we have tabled an ordinance authorizing a Contract for a Village Employee Health Plan. At our last Council meeting, we also tabled an ordinance to become a member of the Stark County Schools Council of Government and to participate in the Employee Health Care Programs.
 
Action was deferred on those ordinances to gather additional information about alternative rates.
 
We have received a “quote” from AultCare for premium based insurance (no pool). Their cost is approximately 40% higher than the cost we received from the Stark County Schools Council of Government. A table showing a comparison of the rates is attached. As noted in the 2018 Health Insurance Rate Comparison, there are no (and will be no) OPEC-HC rates for 2018 – they cease to exist January 1st, 2018. The “continuation” rates will be Jefferson Health Plan. Jefferson Health Plan has not yet provided rates for comparison, but I feel that we need to keep in mind the fact that Jefferson Health Plan was advising OPEC-HC and was on the OPEC-HC Board, and the fact that they are based in Jefferson County versus Stark County (for the Stark County Schools' Council of Governments (SCSCOG). I am also providing again the 2017 Health Insurance Report from the State Employment Relations Board, that provides detailed information about what is happening with health insurance for governments throughout the State of Ohio, and which allows us to gauge the Stark County Schools COG Health Plan rates in the “market”.
 
In my June 13, 2017 VA Report, I recommended:
 
The Village of Brewster is best served by getting health insurance through an insurance cooperative or pool, so that a potential large claim is mitigated. If there were a large health insurance claim and the Village was its own rated group, the cost would go up for all employees. However, as part of a larger insurance cooperative or pool, a potential large claim has a minimal effect on our overall rates.
 
My recommendation … is to pursue health insurance through Stark County Schools' Council of Governments (SCSCOG). The Stark County Schools' Council of Governments (SCSCOG) has been in existence since 1987, and currently has approximately 100 members. It has approximately 15,000 insured employees under its consortium for health insurance. They allow for an employee choice between Third Party Administrator’s (plans) of either AultCare or Medical Mutual …
 
My recommendation remains the same.
 
The Mayor, Clerk-Treasurer, Councilman Hawk, two (2) of our employees, and myself have all met face to face with the Stark County Schools' Council of Governments (SCSCOG) to gather information about their health insurance plan. While it is a self-insurance pool, it has been in existence since 1987, has a well-funded reserve, and has performed very well, actually being able to provide “premium holidays” to its vested members. A summary of the Stark County Schools COG Health Plan was provided to Council earlier, but I am attaching it again to refresh everyone’s memory.
 
We all recognize that the cost of health insurance is an important factor that comes to bear on 2018 budgeting, including the potential effects of getting out of OPEC-HC and switching to Stark County Schools COG Health Plan in 2018. The cost per employee to get out of OPEC-HC is “estimated” at $6000 per employee, but that has been a very fluid number. The cost for Stark County Schools COG Health Plan is slightly higher than the current OPEC-HC rates, even when taking into account the “real” cost of OPEC-HC is not just the premiums we have paid, but the cost to get out and the fact that we have more exposure in OPEC-HC. As I indicated in an e-mail about recommended wages for 2018, Kris has run the 2018 budget numbers at my request, and the recommended increases in wages and the increase in health insurance (including the OPEC-HC payment) are all within next year’s budget projections – or in other words we feel we can afford them.
 
Finally, I am providing again a list of current Stark County Schools' Council of Governments (SCSCOG) membership, with local government entities highlighted. As you will note, both Tuscarawas Township and Sugarcreek Township are members and get their insurance through the Stark County Schools' Council of Governments (SCSCOG) – so when we look to “comparables” we don’t need to look far.
 
I am requesting that both the ordinance authorizing a Contract for a Village Employee Health Plan and the ordinance to become a member of the Stark County Schools Council of Government and to participate in the Employee Health Care Programs be lifted from the table and adopted.
 
One final note is that Council will also have to amend ordinance 13-2004 which provides for stipends for waiving insurance coverage. The Stark County Schools COG Health Plan prohibits its members from providing incentives to waive insurance coverage (employees may decline coverage, but not be “paid” for doing so). This affects two (2) employees immediately (January 1st), but in discussions with the Stark County Schools COG Health Plan representatives the stipend for the elected Clerk-Treasurer can be phased out at the start of the next elected term of office, so as not to create a change in compensation during the current term of office.
 
  • Water. The majority of the equipment/parts for the Water Department back-up generator have arrived at Wood Electric, and they began the final installation of those parts and equipment on Friday September 29th. One remaining piece of equipment is scheduled to arrive October 2nd, with all the remaining work scheduled to be completed over the next few weeks.
 
  • Sidewalks – Trip Hazards. SafeSidewalks is scheduled to begin work to address 66 locations (grind to eliminate trip hazards) on Tuesday October 3rd and finishing up Wednesday October 4th.
 
  • Sidewalks – Replacement.  We have completed all but one panel of sidewalk replacement for 2017. We replaced various sections of sidewalk that were “displaced” or broken by trees planted between the sidewalk and curb and that cannot be addressed by “offset” grinding. As part of the natural gas line replacement on Wabash, we were able to replace 3 sections on Huron at no cost. We replaced a number of sidewalk panels on 2nd Street SW, and in front of 180 5th Street SE.
 
We still have a panel on 2nd Street SW, as well as one on the west side of the underpass. We will be reviewing the sidewalks with an eye towards developing a plan for 2018.
 
  • Employee Handbook Policy. In keeping with not reinventing policies unnecessarily, I have reformatted and added to the revised Employee Handbook:
 
  • Employee Relations, which is now 1.09 Employee Relations
 
  • Employee Handbook Policy. As Council is aware, I am still reviewing our Employee Handbook.
 
I have drafted and administratively adopted the following policies:
 
  • 1.05 Employee Handbook Organization – it which simply lays out how the Employee Handbook is organized and updated
  • 1.10 Posters - which simply lays out what labor posters we are required to post and where they are located.
  • 5.04 Medicare – lays out requirements
  • 5.09 Retirements Plans – lays out requirements
  • 5.10 Deferred Compensation – lays out requirements
  • 5.12 Unemployment Compensation – lays out requirements
 
As I previously related to Council, when policies are written and administratively adopted I will distribute copies so that you are aware of what is occurring, and allow for feedback, concerns, or questions. I have previously distributed these policies.  They have been added to our revised Employee Handbook.
 
  • Employee Handbook Policy. In reviewing our Payperiods and Payday policy, I have reformatted it to fit our revised Employee Handbook and added some language to clarify some issues. I have previously distributed a marked-up version, showing existing language and new language.
 
I am requesting that Council adopt 3.04 Work Week and Pay Day Policy on a non-emergency basis, make it a codified ordinance in Chapter 38 EMPLOYEE REGULATIONS of our Codified Ordinances, and add it to our Employee Handbook. 
 
  • Employee Handbook Policy. In reviewing our Timekeeping policy, I have reformatted it to fit our revised Employee Handbook and added some language to clarify some issues, and added a clear penalty for falsifying time records. I have previously distributed a marked-up version, showing existing language and new language.
 
I am requesting that Council adopt 3.08 Recording Work Time Policy on a non-emergency basis, make it a codified ordinance in Chapter 38 EMPLOYEE REGULATIONS of our Codified Ordinances, and add it to our Employee Handbook. 
 
  • Employee Handbook Policy. As part of its work, the Employee Compensation Committee has recommended the continuation and/or adoption of (previously distributed to Council);
 
  • 3.17 Job Assignment Compensation. The Village of Brewster has a number of job assignments that are not and/or cannot be performed independent of another job position.  These job assignments are an add-on or supplement to a primary job position. These include School Resource Officer and/or DARE Officer. 
 
  • 3.18 OEPA Certification Incentives. The continuation of OEPA Certification incentives provides a means for the Village to achieve its long-term operation and succession goals (and create redundancy) to have a MINIMUM of three (3) full-time employees obtain and maintain Water Supply Class II and three (3) Wastewater Class II certifications at the same time.
 
  • 3.19 Miscellaneous Incentives. Preserves the existing Mosquito License Incentive, adds an incentive for ASE Mechanic Certification, and reduces to writing what the Village provides for CDL renewals.
 
I am requesting that Council adopt 3.17 Job Assignment Compensation, 3.18 OEPA Certification Incentives, and 3.19 Miscellaneous Incentives on a non-emergency basis, make them codified ordinances in Chapter 38 EMPLOYEE REGULATIONS of our Codified Ordinances, and add them to our Employee Handbook. 
 
  • Tree Removal. Haymaker Tree and Lawn began removing trees and grinding out the stumps last week. I expect that they will complete the process shortly.
 
  • Tree Replacement. We have begun the process of gathering information about what trees are available from various local vendors and the cost so that we can finalize replacement of the trees removed during 2017. A total of 41 trees were removed in 2017. There will be an emphasis on adding trees to Sabo Park as part of the changes to the disc golf course.
 
  • Leaf Pick-up. We plan to begin the leaf pick-up program on Monday, October 16th. There may be some pick-up before that date.
 
  • Paving. We reached out to three (3) four (4) contractors to provide us with prices for paving Needham from Wabash to McKinley, Tuscarawas from Harmon to Chestnut (to include intersections) and Jackson from Barber to Harmon. We asked for prices that met or were lower than those quoted in ODOT specifications.
 
We only received one quote. It was higher than our estimate, most likely because of the small amount of paving to be completed. There is a fixed cost to move the equipment in and back out, which for a smaller project increases the cost per square yard.
Therefore, we have decided to not attempt to pave in 2017, instead focusing on a “large” 2018 paving program. IF we are successful in obtaining OPWC funds for 7th Street, the 2018 paving program will be well in excess of $200,000 and should attract competitive bidding and lower prices. However, IF we are successful in obtaining OPWC funds for 7th Street we would have to adjust our schedule to begin work after July 1st.
 
IF we do not receive OPWC funding, then we would plan for an early bid process so that we can get better prices and get an early start and finish to the paving program.
 
  • Capital Plans for 2018. The next few months will be used to prepare capital improvement plans for our utilities and the Street Department. Because there are some ambitious projects slated to be completed in 2018, preparation will have to done well in advance of construction season. That is already occurring. This will require Council to be involved, including approving projects, approving preparing plans for some of projects (some are already complete), funding projects, and approving the advertising for bids for some of the projects.
 
While the projects may change somewhat, what is currently anticipated to be planning for or begun and completed in 2018 are:
 
  • Wastewater Collection - Jefferson Ave SE Sanitary Sewer Main Replacement Project
  • Water - Brewster North Water Tower Safety Improvements and Rehabilitation (applied for OPWC Funding)
  • Water – complete plans for replacement of the filter media and monitor the current filter media at the plant
  • Street - 7th Street Improvement and Paving Project (applied for OPWC Funding)
  • Street – 2018 Paving Program (total will exceed $50,000 limit requiring bidding)
  • Electric – Upgrade distribution to accommodate Brewster Cheese expansion plans
  • Electric – Elm Creek Culvert Enclosure Project
  • Electric – pursuing plans to potentially add a second substation
  • Electric – once there is a better understanding of future capital improvement costs, complete a rate study
 
  • Electric. The Brewster Electric Department has connected both 12349 Elton NE and 12345 Elton NE to the Village electric system, and accounts have been established for both.
 
  • Electric. The Brewster Electric Department, Dwight Niederkofler of GPD, the Mayor, and myself met with representatives of Brewster Cheese to solidify what steps need to be taken by Brewster to be able to deliver additional electricity for their upcoming expansion. We are reviewing information from that meeting, will have another meeting in the next couple of weeks, and once we are confident in the next steps will inform Council.
 
  • Solar Project. While I believe we have a meeting of the minds as to the purchase of property and the subsequent building/layout of a solar facility, there are logistical issues to work through to get the actual purchase of the Miller property completed and approved by the Stark County Regional Planning Commission. At this point, the remaining steps to get the purchase complete are:
  1. We need separate legal descriptions for the portion being purchased from the Miller’s and joined to the Fairless piece and the remainder of 67-02756 being “combined” with 67-02754 to provide access to the remaining land-locked portion that we do not purchase of 67-02756 – if both are not surveyed and described, we cannot go forward with the purchase from the Miller’s.
  2. We are working in conjunction with AMP and NextEra to get the survey and descriptions complete.
  1. Once those descriptions are completed, we will need to submit the proposed purchases to SCRPC for approval of the “splits”.
 
  • Columbia Gas. Columbia Gas’ contractor, Cioffi & Son Construction, has completed sidewalk repair the locations they had to open cut on Wabash.
 
 
Councilman Godwin stated he feels that the village should pay for the tuck pointing and power washing and sealing of the memorial. Members of the American Legion have contacted a power washing company to do the work.
 
Councilman Hilliard asked if the filters the water plant were being replaced VA Miller stated that they are currently being monitored but want to be ready in case an issue arises.
 
Councilman Hilliard asked about the Miller property. He wanted to know if the solar field size was being reduced. VA Miller stated the next era will be purchasing a strip that provides access to Route 62.
 
Councilman Hilliard asked if the problems on Jefferson are located where Ziggy dug out previously. VA Miller stated it’s on the other side. Because of gaps in the sewer line dirt is being pulled and in creating sinkholes.
 
Councilman Mackey asked if the culvert being put in for the electric department access line was named Elm Run. He asked if there were two Elm Runs and if this is going to create any legal issues. VA Miller was confident that it would not.
 
VILLAGE MAYOR: Mike Schwab
Draft of legislation to modify Ambulance Fees per the recommendations from Ohio Billing; unless
Council objects will introduce draft for First Reading on October 16 (Council copy).
 
Draft of legislation to contract with a collection agency for delinquent ambulance fees and municipal income taxes; unless Council objects will introduce draft for First Reading on Oct.16.
 
Recycling Bins Concrete Pad Project completed ($10,220); funded via Waste Management District
 
Both the Yard Waste Drop Off Grant & Recycling Drop Off Grant Agreements have been renewed for 2018; each grant provides $ 625.00 a quarter to assist Village with operation of these sites.
 
Mayor request: Council set aside of $ 3000 in 2018 Police Department Budget for purchase of a 2nd Radar Speed Sign.
 
Councilman Godwin stated that Commissioner Bill Smith stated that the village can apply to have the whole parking lot at Bimeler Park paved. Councilman Tharp stated that you could apply, but the grant would be at the District’s discretion. Mayor Schwab asked Councilman Tharp if he had an update on the yard waste. Councilman Tharp stated that he could not answer that question without checking with his supervisors at the Waste District.
 
Councilman Hilliard ask if the mayor had any answers to the address changes requested from the post office. Mayor Schwab stated we should know by the second week of November.
 
VILLAGE CLERK-TREASURER: Kris King  
September 19th – October 2nd, 2017:
September Month-to-Date and Year-to-Date reports were put in Council’s mailboxes for their review.
 
Employee Health Insurance Update: Because of the breakup of OPEC-HC and Jefferson Health Plan (JHP), the submissions from the hospitals and doctors have been on hold since June 26th.  We have been informed that everything has now been released and will be paid over the next couple of weeks.  I will continue to assist the employees to make sure OPEC-HC is providing the expected services and reimbursements.
 
BWC Drug Free Safety Program: VA Miller and I reviewed the cost benefit of the program and our rates have gone down dramatically since we joined the program.  It now would cost the Village more than the savings from our rebate.  The only change for the employees is the one hour annual training on drug abuse will be discontinued.  Random drug screens will continue.
Flu shots have been scheduled for October 18th at 8:00am.  They are available for residents at a cost of $30.00.
 
I will be leaving tomorrow at noon to attend the Ohio Association of Public Treasurer’s Association.  I will be taking the oath of Vice-President Thursday evening.  I will not be returning until Friday evening so please use my email to contact me for any questions or issues this week.  I plan to work on the minutes during the breaks but will probably not have them ready to share until at least Monday.  Thank you in advance for your patience.
 
The Amounts and Rates Ordinance will need to be passed under emergency at the next meeting.  It would be appreciated if someone would make a motion to have the legislation drawn up at this meeting.  I should receive the figures for the ordinance in the next two weeks from the County Auditor’s Office.
 
There were 28 vendors at the “Arts on the Boulevard”.  It was another beautiful day.  There was a complaint about there not being enough shade since the Sycamore trees have been removed. I still have t-shirts commemorating the event available in my office.
 
I have received complaints about the number of solicitors on the south side of town.  Just a reminder to our residents: If someone comes to your door, ask for a solicitor’s permit and if they don’t have one, call the police (330)-830-4272. They will be asked to leave town.
 
Councilman Hilliard stated the clerk King did a nice job on the arts on the Boulevard event.
 
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
Insurance Committee Meeting Minutes from September 18th
 
Public Hearing Minutes concerning a Rezoning measure from September 18th
 
Finance Committee Meeting prior to tonight’s Council Meeting to discuss Employee Wage
Compensation Committee’s recommendations for 2018 Village Budget
 
September 23rd Arts on the Boulevardwent well
 
PENDING PROPOSALS FROM PAST MEETINGS:
Mayor: Legislation for Kennels, Animal Shelters, & Animal Rescue facilities (Draft provided by Solicitor)
 
Resident: Two Handicap Parking spaces in front of 184 Fourth St SW; Street Committee review?
 
OLD or NEW BUSINESS: (Council Rules dictate a one meeting review period for expenditures, unless deemed an emergency)            
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to create legislation for the Amounts and Rates Certification for the County.  The vote: All yes.
 
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to set aside $3,000 in next year’s budget for the purchase of a 2nd radar speed sign.  The vote: All yes.
 
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to approve the appointment of Dale Wesie Jr., and Jason Moore by Mayor Schwab as probationary Part Time Officers pending physicals, drug screens, and background checks.  The vote: All yes.
 
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to schedule a Safety Committee meeting to discuss the chicken, fowl, and rabbit legislation on October 16th at 6:00 pm.  The vote: All yes.
 
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to prepare legislation to enter into contract with Hazen and Sawyer in an amount not to exceed $74,353 to proceed with design and preparation of bid documents for the Jefferson Ave SE Sanitary Sewer Main Replacement Project.  The vote: All yes.
 
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to prepare legislation to adopt 3.04 Work Week and Pay Day Policy on a non-emergency basis, make it a codified ordinance in Chapter 38 EMPLOYEE REGULATIONS of our Codified Ordinances, and add it to our Employee Handbook.  The vote: All yes.
 
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to prepare legislation to adopt 3.08 Recording Work Time Policy on a non-emergency basis, make it a codified ordinance in Chapter 38 EMPLOYEE REGULATIONS of our Codified Ordinances, and add it to our Employee Handbook.  The vote: All yes.
 
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to prepare legislation to adopt 3.17 Job Assignment Compensation, 3.18 OEPA Certification Incentives, and 3.19 Miscellaneous Incentives all on a non-emergency basis, make them codified ordinances in Chapter 38 EMPLOYEE REGULATIONS of our Codified Ordinances, and add them to our Employee Handbook.  The vote: all yes.
 
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to prepare legislation on kennels based on a draft from the Solicitor.  The vote: All yes.
 
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to authorize Fire Chief Colucy to apply for the MARC’s Radio Grant. The vote: All yes.
 
AUDIENCE TIME:
Police Chief Creter stated that Deputy Newman of the Sheriff’s Office has informed him that commercial yard waste is no longer allowed to be dumped in our yard waste center.  Councilman Tharp stated that only residential yard waste is being accepted.  That includes the Village.  VA Miller stated that this will increase the cost of our tree removals.  Violators face up to a $500 fine. 
 
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to adjourn the meeting at 9:07 p.m.
 
 
Respectfully submitted,
 
Kris King, Clerk-Treasurer
 
Mike Schwab, Mayor