Spetmember 19, 2016 - Meeting Minutes

VILLAGE ADMINISTRATOR: Mike Miller

Administrator’s report for period 09/7/2016 thru 09/16/2016:

• I e-mailed a chart from AMP that illustrates a gap in our electric purchasing that we are currently filling on a month to month basis with “spot” pricing. As I stated in the e-mail if we leave the growing gap up to “spot” pricing, there is a distinct possibility that prices could rise, affecting our rates and customers.

As I also stated in the e-mail, AMP has supplied us with an ordinance and attachment for a "remainder purchase" for electricity, which AMP has put together at our request. It is essentially the same as one passed last year (34-2015) for purchase of 2MW, except that again it covers the growing gap in our needs. John Anthony has reviewed it as to form. The agreement approved by the ordinance would begin in 2018, at a price lower (at the moment) than what we got last year (right now approximately $34 per KW), and would end in 2021.

Because prices can be volatile, I recommend that Council approve/pass the ordinance on an emergency basis.

• In response to our advertisement for Utility Technician we received 20 applications through the Friday September 9, 2016 deadline. We are narrowing the list of applicants to be interviewed.
• As I reported at the last Council meeting, as a result of the waterline replacement project at the underpass on Wabash, I proceeded with the purchase of a skid steer mounted breaker, which will take the place of our compressor operated jackhammer. I have forwarded the details of that purchase in a separate communication.
• In investigating additional ways for the Village to efficiently and effectively obtain goods and services at the lowest cost possible, an additional program available to the Village is the Ohio Department of Transportation Cooperative Purchasing Program. Ohio Revised Code Section 5513.01 (B) allows political subdivisions to purchase machinery, materials, supplies or other articles from the Ohio Department of Transportation (ODOT) purchasing contracts. ODOT contracts for services (such as paving) are excepted from the program. It is similar to and separate from (but not duplicative of) the State of Ohio Cooperative Purchasing Program.
• We have used the Ohio Department of Transportation Cooperative Purchasing Program to obtain our road salt in the past. There are a number of other contracts we could avail ourselves of.

I am recommending that we pass legislation on a non-emergency basis to participate in the program.

• I previously supplied a copy of the Stand-by Pay Policy. It is written so that it could be applied to any Village Department, but is targeted towards and is in accordance with Electric Department comparables. It would take the place of Section G Duty Week Employee Compensation in the proposed Compensation and Benefits Ordinance (29- 2016)

I am requesting that Council adopt the Standby Pay Policy and make it a codified ordinance in Chapter 38 EMPLOYEE REGULATIONS of our Codified Ordinances on a non-emergency basis.

• I previously supplied a copy of a Call Out Policy. It is written so that it applies to any Village Department. I also previously supplied comparables table for non-Electric Departments in the area regarding Call-Back Pay and Stand-by Pay. It would take the place of Section F After Hour Call Out Pay in the proposed Compensation and Benefits Ordinance (29-2016). I have updated it to eliminate a Section F that limits its application to full-time employees only (from the proposed Compensation and Benefits Ordinance (29-2016), as my recommendation that that limitation be eliminated and it apply to both full-time and part-time employees.

I am requesting that Council adopt the Standby Pay Policy and make it a codified ordinance in Chapter 38 EMPLOYEE REGULATIONS of our Codified Ordinances on a non-emergency basis.

• A walk through was completed on Thursday September 8th of Village facilities with Efficiency Smart to find ways to save on energy consumption/costs. They are going to submit a report on their findings.
• We received initial quotes from two (2) entities on September 6, 2016 to supply the Village with P&C Insurance (Property and Casualty), aka known as Liability insurance.
• Wichert Insurance, with whom we currently have a relationship. They quoted a combination of Selective and Travelers. The cost is:
• $46,718 for Selective
• $4,946 for Travelers Crime/Cyber
• Dawson Insurance Companies quoted coverage from Houston Casualty at:
• 33,800

Dawson Insurance Companies withdrew their proposal.

• Both Wichert Insurance and Dawson Insurance Companies recommended against the Public Entities Pool of Ohio (PEP), as once we have entered the risk pool the cost is undetermined as to how to get out.
• We also received a quote from USI Insurance Services LLC om September 14, 2016 for liability “coverage” through Public Entities Pool of Ohio (PEP) at a total cost of :
• $39,576

Public Entities Pool of Ohio (PEP) is NOT insurance. PEP is a local government risk-sharing pool comprised of local public entities. PEP also describes themselves as the leading insurance alternative for public entities in the state of Ohio. Basically PEP is a public entity group self-insurance program.

Self-insurance would be similar to what we currently have with health insurance, where in addition to “premiums” we also have potential exposure based on the pool experience each year.

• It was determined to NOT submit an OPWC application this year. The reason an application was not submitted is:
• The engineering firm that the Village has been in discussions with on various Water Department projects changed their estimate for the back-up generator from $120,000-$140,000 at our preliminary meeting to $293,000.
• A second engineering firm that we have done business with gave us a cost to prepare the application and bid specifications of $28,000
• A third engineering firm hadn’t gotten to the point of either giving us an estimate for the generator or a cost to prepare specifications.

We are exploring other more economical methods to address the back-up generation issue at the Water Treatment Facility.

• We have two (2) options regarding Renewal of Efficiency Smart – we can do nothing and the contract will automatically renew for three (3) years OR we can give notice (would have to have Council THIS meeting) and deliberate on whether to enter into a new agreement. We had a presentation Thursday September 8th 10:00 am at the Village Hall, and the Village has exceeded its goals in getting a reduction in usage (goal was ½ % per year)

COUNCIL NEEDS TO MAKE A NON-DECISION (ALLOWING AUTOMATIC RENEWAL) OR DECISION TO NOT AUTOMATICALLY RENEW AND FURTHER DELIBERATE AT THE MONDAY SEPTEMBER 19TH MEETING.

• As reported last meeting, AMP has requested the Village update our representatives for various projects and joint ventures we are involved in – a list of current authorized representation is attached. I sent the various documents by e-mail. I recommend that we are consistent in our representative.

I recommend every representative “slot” be the same - the Mayor be authorized the Village’s representative, with the Administrator as a designated alternate, and the Mayor’s ability to appoint an alternate in the event neither the Mayor nor Administrator can attend. I am requesting that notices be addressed to the Administrator.

I previously supplied a separate handout regarding what projects Brewster would currently have representation on.

I am requesting legislation to update the representation and notice requirements for the various AMP projects we are involved in on a non-emergency basis.

• I have been asked to review the condition of Village streets and to come up with a plan on how to maintain them properly. While the assessment of the current condition is not yet complete. The review will put the Village in a position to determine the priority for which streets get resurfaced, crack sealed, or other treatments to extend their life based prioritized based on worst condition first.

My recommended approach is going to be very similar to that used by the Ohio Department of Transportation. In our weather, and asphalt street should normally last untreated 10 to 12 years. By adding treatments to extend the life of asphalt roads at the appropriate time, the life can be extended 30% to 50 % - approximately 15 years. Two treatments that are used by ODOT, and I recommend the Village to incorporate are crack sealing and slurry seal. Crack sealing is self-explanatory and something the Village currently does. Slurry seal is a tool the Village has not yet used, but can be seen by looking at the recent resurfacing of Route 30 to our north by ODOT this summer.

We know based on current funds available that we are not able to follow this approach. 

With the communications with ODOT, we have learned that Rt. 62 and Rt. 93 will be micro-sealed and crack-sealed.

Council Member Hawk asked the VA if he has met with Brewster Cheese about their future power needs.  He wants to make sure that the Village is ready for their needs with the expansion.

VILLAGE MAYOR: Mike Schwab

1.          Proposed Solar Project UPDATE:

• I would suggest to Council that the Village subscribe up to 4 MW of AMP Phase II – This will require that Council consider legislation approving the AMP proposal prior to November 1
• That Council forego the purchase of any property at this time, BUT negotiate and approve the “Option to Purchase Agreements” with both for possible future use
• VA Miller and Mayor met with Supt Bidlack on Friday to introduce VA Miller and talk about Solar.  No conclusions reached
• Does Council desire any additional information?

2.         2016 Underpass 8” Waterline Project:

• Estimate from Poggemeyer to bid and contract this project was $ 160,000
• The cost of materials and equipment rental was $ 34,000 with Village Water, Sewer, Street, and Police personnel digging, installing waterline and fittings, backfilling, driving truck, compacting, asphalting, rolling, and so forth
• This saved the Village dollars that can be used for future infrastructure needs
• A HUGE thank you to all that worked on this project.  A JOB WELL DONE!
• Plans are to replace the 6-inch waterline through the Underpass into the southbound lane in 2017

3.         Request a Council of the Whole Meeting(s) to Review Finances; suggest early October

• Fire Department Budget for 2017
• EMS Budget for 2017
• Police Department Budget for 2017

4.         VA Miller’s Submitted Personnel Policy Proposals:

• Standby Pay Policy
• Compensatory Policy
• Call Out Pay Policy
• Cell Phone Policy
• Wage Structure
• And so forth

May I ask Council to begin their review process to get these important issues considered for implementation.  Does Council desire any additional information?   

5.         Sidewalk Infrastructure         

• Winter Project to formulate a Planned approach
• Sidewalk Capital Improvement Fund (08/30/2016) Balance - $ 7500.00
• Quarterly Transfer = $ 1500.00
• Year End Fund Balance = $ 10,500.00
• Good Article in today’s Repository about Sidewalk Project in Louisville

6.         Planning Commission Recommendation

• Planning Commission recommendation to approve the rezoning of parcels 7000247 and 7000248 be rezoned from B-2 (General Business) to I-1 (Restricted Industrial; requires legislation & scheduling of public hearing – suggest 11/07 at 6:30 pm.