February 21, 2017 Meeting Minutes

MINUTES
BREWSTER VILLAGE COUNCIL
February 21, 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/EMPLOYEES PRESENT:

Kris King, Clerk-Treasurer                             Mike Miller, Village Administrator (VA)
Keith Creter, Police Chief                              Chris Colucy, Fire Chief
 

MINUTES FROM THE FEBRUARY 6, 2017 REGULAR COUNCIL MEETING:

Mayor Mike Schwab asked if there were any additions or deletions to the February 6, 2017 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. 

PRESENTATION OF BILLS:

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to accept the bills in the amount of $ 352,250.51.  The vote: All yes. 

AUDIENCE:

Greg Ziegler of Ziegler Concrete asked Council if he would be able to rent the vacant lot at the northeast corner of Wabash Ave. and Fifth St. for four days for an equipment sale.  He would like to hold the sale three times a year.  He would provide two million liability insurance coverage, a security fence, porta-johns, and a 20’x40’ tent.  Councilman Hilliard asked when he would to hold it and Ziggy said he would like to be able to plan it for the end of March.

Others in attendance:

Sherrie Donahue, Ray Heitger, and Tim Bowen.

CONSIDERATION OF ORDINANCES:

Second Reading: An Ordinance Authorizing the Adoption of an Employee 4.10 Administrative Leave with Pay Policy and Its Addition to the Employee Handbook.

Second Reading: An Ordinance Authorizing the Adoption of an Employee 6.03 Drug Free Workplace Policy and Its Addition to the Employee Handbook.

Second Reading:  An Ordinance Authorizing the Adoption of an Employee 6.06 Sexual Harassment & Harassment Policy and Its Addition to the Employee Handbook.

Second Reading:  An Ordinance Authorizing the Adoption of an Employee 6.07 ADA Employment Policy and Its Addition to the Employee Handbook.

Second Reading:  An Ordinance Authorizing the Adoption of an Employee 7.15 Fitness for Duty Policy.  Councilman Hilliard would like another copy to review.

Second Reading: An Ordinance Authorizing the Adoption of an Employee 9.08 Voluntary Disability Separation and Its Addition to the Employee Handbook.

Second Reading:  An Ordinance Authorizing the Adoption of an Employee 9.09 Involuntary Disability Separation Policy and Its Addition to the Employee Handbook.

First Reading:  An Ordinance Adopting the 2017 Permanent Appropriations.  Councilman Tharp asked it needed to be passed under emergency and the Clerk said not at this time.

First Reading:  An Ordinance Authorizing the Vacation of Wandle Court Alley.

First Reading:  An Ordinance Authorizing the Prohibition of Medical Marijuana in the Village of Brewster.

First Reading:  An Ordinance Authorizing the Purchase of a 2017 Ford Explorer Police Interceptor for the Village Police Department.

MUNICIPAL DEPARTMENTS:

Fire Department: Chief Chris Colucy

Rover Pipeline representatives will be making a presentation at the Stark County Firefighters Association which will be hosted by the Brewster Fire Department on March 30th at 7:00pm.  Mayor Schwab urged Council Members to attend.

The FEMA grant that the department applied for last year for a new pumper truck will be announced in the spring.  This is the second time an application for the pumper truck has been submitted.  Chief Colucy would like to contract with Gatchell Grant services again next year.  If the Village doesn’t receive the pumper truck grant, it can be applied for again or airpacks could be applied for.  The airpack cost will be between $91,000-$100,000.  The airpacks are in their 11th year of their 14-year lifespan.

The department applied for the State Fire Marshall Grant for a thermal imager.  The thermal imager is a camera to see hot spots and to look for trapped people.

Councilman Tharp asked if the pipeline would be added to the Emergency Response Plan.  Chief Colucy stated it will be a new section.  Brewster will be the first responder but Stark County Hazmat will take over as soon as they arrive.

The department has responded to 87 calls so far in 2017.

Police Department: Chief Keith Creter

Chief Creter introduced Tim Bowen as a candidate for probationary part-time patrolman. 

There will be a Crime Watch meeting on March 28th at 7pm at the Fairless High School Auditorium presented by the Stark County Prosecutor’s Office.  Village Officials are urged to attend.

Councilman Fox asked how many part-time officers are now on the force.  Chief Creter stated he has three leaving and with the addition of Tim Bowen there would be seven officers.

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to approve Tim Bowen as part-time patrolman pending a background check, physical, and drug screen.  The vote: All yes.

Councilman Godwin asked to return to the topic of renting the vacant lot.  He asked if it could be treated the same as renting the pavilions.

VILLAGE SOLICITOR:Attorney John Anthony

Solicitor is continuing to work on the wireless ordinance as discussed in the last meeting.

COUNCIL MEMBER THARP MOVED THAT Council, Solicitor, and Mayor go into executive session to meet with legal counsel to discuss disputes involving the Village that are subject to pending or imminent court action and for the purpose of considering the purchase of property for Village purposes since disclosure at this time, could give an unfair advantage to persons whose personal or private interest is adverse to the general public interest.  The vote: All yes.  Those listed left the room at 7:25pm.

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to exit Executive Session at 7:43pm.  The vote: All yes.  No action was taken.

COMMUNICATIONS:

MCTV Letter: MCTV is offering free public WiFi at existing Business High Speed Internet customers’ locations for the use of the Business customers or patrons.   We will explore with MCTV free WiFi in the area of Village Hall and the PD Building to provide WiFi in the Park.

OML Bulletin: In his proposed 2017 Gov. Kasich has included a proposal to have centralized collection for municipal Business Tax filings.   The State would accept the tax returns, audit the returns, collect any due taxes, and distribute the taxes, all for a 1% administrative fee.   The OML feels that this further erodes “Home Rule” and affects each municipal’s bottom line.   The City of Canton has provided a Sample of a Resolution that they have adopted that opposes the Governor’s proposal.

VILLAGE ADMINISTRATOR: Mike Miller

Administrator’s report for period 2/6/2017 thru 2/21/2017:

  • We have been presented with a RENEWAL request from Ohio Public Risk Insurance Agency (dba VFIS) for accident and sickness insurance for the Brewster Fire Department. It is in the amount of $1,880.00. It was last renewed by Council in January of 2013.

I am requesting that Council renew the policy.

  • I am continuing to review and update individual policies contained in either the proposed Compensation and Benefits Ordinance (29-2016) and/or our Employee Handbook. I have revised 3.1 Employment Categories in the current Employee Handbook to 3.01 Employee Categories, which I previously distributed to Council. 

I am requesting that Council adopt the 3.01 EMPLOYEE CATEGORIES on a non-emergency basis, make it a codified ordinance in Chapter 38 EMPLOYEE REGULATIONS of our Codified Ordinances, and place it in our Employee Handbook in place of 3.1 Employment Categories. 

  • I am continuing to review and update individual policies contained in either the proposed Compensation and Benefits Ordinance (29-2016) and/or our Employee Handbook. I have revised 4.6b Bereavement in the current Employee Handbook to 4.06 Bereavement Leave, which I previously distributed to Council. 

I am requesting that Council adopt the 4.06 Bereavement Leave on a non-emergency basis, make it a codified ordinance in Chapter 38 EMPLOYEE REGULATIONS of our Codified Ordinances, and place it in our Employee Handbook in place of 4.6b Bereavement. 

  • I am continuing to review and update individual policies contained in either the proposed Compensation and Benefits Ordinance (29-2016) and/or our Employee Handbook. I have revised 4.5b Jury Duty in the current Employee Handbook to 4.07 Jury Duty & Witness, which I previously distributed to Council. 

I am requesting that Council adopt the 4.07 Jury Duty & Witness on a non-emergency basis, make it a codified ordinance in Chapter 38 EMPLOYEE REGULATIONS of our Codified Ordinances, and place it in our Employee Handbook in place of 4.5b Jury Duty. 

  • I am continuing to review and update individual policies contained in either the proposed Compensation and Benefits Ordinance (29-2016) and/or our Employee Handbook. I have revised 4.6a Time Off to Vote in the current Employee Handbook to 4.13 Voting & Election Official Leave, which I previously distributed to Council. 

I am requesting that Council adopt the 4.13 Voting & Election Official Leave on a non-emergency basis, make it a codified ordinance in Chapter 38 EMPLOYEE REGULATIONS of our Codified Ordinances, and place it in our Employee Handbook in place of 4.6a Time Off to Vote. 

  • Because of the limited number of employees combined with the license requirements imposed on Water Treatment and Wastewater Treatment by EPA, we need to have multiple licenses for both facilities to allow for vacation, sickness, injury and/or retirement. For at least a portion of 2017, we will be without a second/redundant Water Class II until and/or unless we bring back the retiring Water Superintendent as a part-time employee.

I am asking that Council authorize the rehiring of Eugene Pepper as a part-time employee effective June 1, 2017 at his “current rate of pay, not to exceed (on average) twenty-four (24) hours per week.

  • As part of our succession planning, I will be advertising for a Village Technician in the near future. The advertising and review process takes a considerable time before a potential new employee is identified. This position will be in the Street Department, taking the place of Jim Spivey, who will be moving to the Water Department at the beginning of April.

Before we hired the Utility Tech that has been assigned to the WWTP we had six (6) full-time employees. At the point we hire a Village Technician and assign him/her to the Street Department we will again have six (6) full-time employees.

  • I continue to work on Job Descriptions. I have completed the job description for GROUND MAINTENANCE TECHNICIAN (vacant part-time position due to retirement) and will be advertising it in the near future.
  • Our Electric Department continues with replacing existing high pressure sodium lighting in the underpass and the street lights on Wabash from First street north to the corporation limits with LED lighting. A similar street light replacement project done in 2016 saved the Village an estimated $3141 per year in electric costs. I am in contact with Efficiency Smart to see if the project is eligible for a rebate.
  • We have begun a drainage improvement project on 7th Street SE from Dartmouth to the east, adding additional catch basins and lowering the storm line.
  • I opened a Purchase Order to Wood Electric in the amount of $47,724.00 to perform the work in accordance with their bid and GPD’s specifications to move the WWTP back-up generator to the Water Treatment Plant. GPD is assisting in the oversight of the work. I will keep Council informed as to the progress.
  • We (the Mayor, Kris King, our employees, and myself) met with Huntington Insurance on Wednesday February 8th to explore Huntington assisting the Village to find a cost efficient solution for the health insurance needs of the Village of Brewster.  In order to proceed they will review the current plan of benefits, the current contracts and the funding. We are exploring using Huntington as an independent third party to set up a process and communication with the carriers, start to finish. 

Another health insurance option for the Village is joining a consortium, such as Stark County Schools' Council of Governments (SCSCOG) or Summit County. Huntington indicated they were not very familiar with these entities and what they have to offer, so we are investigating this option independently.

We have a meeting set up to review a health insurance option through Stark County Schools' Council of Governments (SCSCOG). (In this case we mean the Mayor, Kris King, Ryan Swan, Jim Spivey, and myself) 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. I will keep Council informed.

I will keep Council informed.

  • We will be undertaking a project to install variable-frequency drives (VFDs) on our water pumps. VFDs will control the AC motor speed and torque by varying motor input frequency and voltage to the pumps. This will result in two (2) advantages:
  1. It will result in energy savings
  2. It will result in reduced stress on our water lines, because rather than a hard start that puts an immediate stress on the water lines, there is a gradual increase in pressure, that is less stressful.

Councilman Hilliard asked if Mr. Dazey’s water had been checked out after his visit to Council at the last meeting.  VA Miller stated that when visited, Mr. Dazey stated his household had the flu so we will be returning this week at the resident’s request.

Councilman Godwin thinks that the applicants for the two positions that are being advertised should compete for the fulltime position.  Councilman Hawk stated that a good candidate for the fulltime position would not leave a fulltime job if he may only end up in a seasonal position. 

Councilman Hilliard wants the additional poles on McKinley removed.  VA Miller stated some still have wire attached from other utilities.  Councilman Hilliard wants the empty one removed. 

VILLAGE MAYOR: Mike Schwab

1.         AMP SOLAR PROJECT       

  • The VA and Mayor met with Supt. Bidlack to work on an agreement with the Fairless Board of Education for the 1.52-acre approach lane from Seventh Street.   Supt. Bidlack is asking that NextEra provide Fairless with an educational component to the Solar Field
  • The VA & Mayor had a Conference Call with AMP Reps to clarify several aspects of the project
  • Solicitor Anthony has redrafted the Fairless Purchase Agreement with modifications suggested by Fairless Attorney.   Council will be asked to provide their okay prior to submittal to Fairless
  • NextEra and AMP will meet with Village Reps, set tentatively for next week, to review the Solar Field installation and logistics; Fairless Supt. & Army Corp Rep will be asked to attend
  • VA has contacted the Surveyor used for the initial survey to provide several drawings that will be needed for recording the parcels to be acquired
  • VA has recontacted the Army Corp for acquiring needed easements
  1. NEFCO report: Stark County Failing Home Sewage Treatment Systems Analysis
  • NEFCO is the Northeast Ohio Four County Regional Planning and Development Organization which addresses environmental issues in Stark, Summit, Wayne, and Portage Counties
  • The Stark County Metropolitan Sewer District (SCMSD) and the Stark County Health Dept.(SCHD), as part of their FY2016 water quality contract with the Ohio EPA, requested that NEFCO provide a study for “Stark County Failing Home Sewage Treatment Systems Prioritization Analysis”   The study has been approved by NEFCO and submitted to Stark County.
  • The study shows that Home Sewage systems in Harmon and Justus are failing and each is in the NEFCO study.  
  • NEFCO has suggested that both Harmon & Justus be connected to the Brewster WWT with Harmon piped to Justus and Justus connected to Brewster.
  • VA Mike has been asked to contact Stark County to confirm their intent and timeline

3.            Village Emergency Management

  • Fire Chief Colucy and Police Chief Creter have been asked to review the Village’s Emergency Response Plan developed by Asst. Chief Jen Mohler and the Stark Emergency Management in 2011.
  • They have also been asked to work with Asst. Chief Mohler and the Mayor to update and expand on the 2011 Plan with an eye toward updating this instrument on a continuing basis.
  • In addition, Fire Chief Colucy and Police Chief Creter have been asked to review the interaction of Fire and Police personnel and to mutually implement measures to better utilize those safety forces to insure that each department realizes the protocols involved when working in tandem.

 4.            Chief Creter has asked that the Village administration review and provide an analysis for the     addition of a sixth Full Time Police Officer to the Village PD

  • Chief Creter’s intent is to replace the use of Part Time Officers as currently configured
  • The analysis will weigh any additional financial component against any benefits that may be presented, as well as any negative factors that may be presented by such a configuration of the PD
  • Council will be presented with the findings when the analysis is completed
  1. Stark County Schools’ Council of Governments (SCSCOG) offers a non-profit consortium for employee health, vision, dental, and life insurance.  They offer a different approach.  We have a drop dead date of June 30th to decide whether to continue with OPEC for these policies.  SCSCOG offers both Aultcare and Medical Mutual plans to the employees.  We are reviewing the costs and benefits between the plans.

VILLAGE CLERK-TREASURER:Kris King

February 7, 2017- February 20, 2017:

  1. Fire Pay = $5,346.91.
  1. PNC – The bank activated Positive Pay on a batch of 61 checks.  So far I have received notice from 22 vendors that their checks were returned.  I have been asking most of them to redeposit the checks but have had 5 thus far that we have had to reissue new checks to.  The Positive Pay has been turned off until we are ready to use then they will reactivate it.  PNC has provided a letter for me to send to the vendors stating that the funds were sufficient and that any fees would be paid by Village and reimbursed by PNC Bank.  
  1. I am trying to tie up the loose ends on the 2016 Financial Report in the Hinkle System for the State.  The final report is due February 28, 2017.

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

Brewster Council Hearing: Prohibit Medical Marijuana is scheduled for March 20th at 6:45 pm

REMINDERS:

March 16th at 7 pm - Planning Commission Hearing                        

March 20th at 6:45 pm - Brewster Council Hearing: Prohibit Medical Marijuana 

March 28th at 7 pm – Crime Watch meeting at FHS conducted by County Prosecutor Office

                                               

PENDING PROPOSALS FROM PAST MEETINGS:

1. Council appointment of two members of the Village Community Reinvestment Area Council

2. Council appointment of two members of the Village Board of Income Tax Review

 

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 FOX and motion carried to retain Gatchell Grant Writing Services for another round of grant writing at a cost of $1,500 and 8% of the grant award or $3,000, whichever is higher.  The vote: All yes. 

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to approve the January Fire Department payroll of $ 5,346.91 from the Fire Equipment Fund.  The vote: All yes.

Councilman Tharp stated he would volunteer to be on the Village Community Reinvestment Area Council if elected officials are permitted.

COUNCIL MEMBER MACKEY MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to appoint Council Member Tharp to the Village Community Reinvestment Area Council.  The vote: Godwin, yes; Hawk, yes; Hilliard, yes, Mackey, yes; Tharp, abstain, Fox, yes.  Motion passes.

COUNCIL MEMBER MACKEY MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carries to rehire Eugene Pepper as a part-time employee in the Water Department at an average of 24 hours per week at his current rate.  After a lengthy discussion on how long the part-time position would be needed and providing accountability to our residents the following vote was taken:  Godwin, yes; Hawk, yes; Hilliard, no, Mackey, yes; Tharp, no, Fox, yes.  Motion passes.

COUNCIL MEMBER MACKEY MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carries to create legislation for each of the following policy additions to the employee handbook:  3.01 Employee Categories, 4.06 Bereavement Leave, 4.07 Jury Duty & Witness, and 4.13 Voting & Election Official Leave. The vote: All yes. 

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to appoint Council Member Mackey to the Village Community Reinvestment Area Council.  The vote: Godwin, yes; Hawk, yes; Hilliard, yes, Mackey, abstain; Tharp, yes, Fox, yes.  Motion passes.

“VILLAGE SPEAKS”:

Councilman Godwin spoke with a couple on Elton that had just moved in and had an emergency and called the wrong Fire Department because of the Navarre mailing address.  He thinks that everyone that lives in Brewster should have a Brewster address to avoid this type of confusion.  Councilman Mackey stated he used to have a Navarre address at his home on Dartmouth and you have to go through the post office.  It is not an easy process to get the post office to agree to change it.

Councilman Tharp asked if the Village could pave the alley between the post office and the church.  The Mayor stated we could fill the pot holes like we have in the past.

Councilman Godwin stated the Boy Scout Eagle Project has been put on hold.  Andy Codispoti of the American Legion has concerns that the prototype made of plastic PVC pipe will not hold up in the wind.

Councilman Hilliard urged that the Village move quickly on the legislation needed for the rental of the Sturm’s lot.

AUDIENCE COMMENTS:

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to adjourn the meeting at 9:00 p.m.

 

Respectfully submitted,

Kris King, Village Clerk-Treasurer

Mike Schwab, Mayor