October 18, 2021 - Meeting Minutes

OCTOBER 18, 2021
7:00 P.M.
Brewster Village Council met in regular session with Mayor Chuck Hawk presiding.
Council Members bowed their heads for the invocation, provided by Clerk-Treasurer Kris King, followed by the Pledge of Allegiance to the flag.
Charles Hawk, Mayor
Dale Fox, Council Member                        Andrew Hess, Council Member                 
Thomas Hilliard, Council Member             Brett Long, Council Member 
Sydney Radich, Council Member              Michael Schwab, Council Member
John Anthony, Solicitor                                  Kris King, Clerk-Treasurer            
Michael L Miller, Village Administrator
Mayor Chuck Hawk asked if there were any additions or deletions to the October 18, 2021 Council meeting minutes.  
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to accept the bills in the amount of $ 138,922.42.  The vote: All yes.  Council Member Hilliard asked if the porta-potties were going to be removed since soccer was over.  They were already scheduled for removal with the exception of one by the Police Station and one by the tennis courts.
Carolyn Zurcher, 359 1st St SE, is having issues with the neighbor having dirt bikes and ATV’s, some with no mufflers, circling the neighbor’s house throughout the day.  She provided a recording of the noise.  She has called the Police and met with the Mayor and Village Administrator and has been told that what goes on in your own yard is your own business unless a law is broken.  Ms. Zurcher stated there are as many as 4 riders at one time and it gets very loud.  Village Officials have stated that the only way to curb such actions is to lower the decibel limit.  It is currently 85-90 decibels depending on the situation.  Council Member Hilliard said he understands her frustration because he had a similar situation, but it was not quite as bad.  Ms. Zurcher stated it has gotten somewhat better since she put up cameras, they are staying in the yard instead of going up Willow St to the levee.
Dave Godwin, Ray Heitger, and Police Chief Creter were also at the meeting. 
There were no guests.
CONSIDERATION OF ORDINANCES & RESOLUTIONS: Titles of each read by Solicitor John Anthony
RESOLUTION 50-2021:AResolution accepting the amounts and rates as determined by the Budget Commission and Authorizing the Necessary Tax Levies and Certifying them to the County Auditor was given third reading.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to approve the legislation as read.  The vote: All yes.
Second Reading: A Resolution amending Resolution 35-2012 Authorizing Appropriation of the Moneys received in the Second Half of 2021 of the Sugarcreek and Tuscarawas Townships’ Fire and Ambulance Contracts temporarily diverted to the Ambulance Replacement Fund.
Second Reading: An Ordinance Amending Ordinance 26-2013 to remove “for Continuous period of longer than 24 hours” from Schedule B(2) of Schedule III Parking of Commercial Vehicles of Codified Ordinances.
First Reading: An ordinance Authorizing the Adoption of an Employee 9.03 Resignation Policy and the Addition of the Policy to the Village Employee Handbook.
First Reading: An Ordinance Authorizing the Adoption of a Process in Conjunction with an Employee 9.03 Resignation Policy.
POLICE DEPARTMENT:  Chief Keith Creter
  1. The Chief provided an update on the officers off due to injuries.  He also provided numbers to help support his request to put on a seventh full-time Officer.  He corrected a statement that he had made at the last Council meeting that an ordinance would have to be created.  There is already an ordinance for Police Officers on the books and does not state the number of officers.
  2. Council Member Schwab asked if the Chief had a recommendation to assist with the noise issue.  The Chief said, “cut the decibels in half”, but he will look into other municipalities and see what a common number would be.  VA Miller stated not to set it too low or there will be problems with lawn mowers and other common noises.  Solicitor Anthony is going to review the whole process.  Ms. Zurcher then asked how you can enforce animal limit laws and are required to keep your grass mowed but there is no issue with this situation.  Chief Creter stated it is how the law is written.  He is going to take a look and see what we can come up with.
FIRE DEPARTMENT: Chief Chris Colucy (excused)
1.       The Mayor asked if anyone had any questions for Chief Colucy.  Council Member Hilliard asked if anyone knew how the Octoberfest went.  Council Member Radich stated there was a good turnout and the Mayor said that according to the food lines, it looked like it went pretty good.
  1. The Solicitor created an easement for the Brewster Parke waterline and the VA stated that he is waiting until all the signatures are complete before bidding the project out.
  2. He has been working with VA Miller on the resignation policy and procedures.  He is looking at cogent and legal options.
Council Member Hilliard presented a letter of resignation effective October 19, 2021.  He stated that in order to receive his PERS pension, he must separate from service for no fewer than 60 days.  He stated it has been a pleasure serving for the past 12 years and looks forward to returning in the near future.
COUNCIL MEMBER HESS MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to accept Council Member Hilliard’s resignation as of October 19, 2021.  The vote: Hess, yes; Hilliard, abstain; Long, yes; Radich, yes; Schwab, yes; Fox, yes.  Motion carries.
Council received the Village Administrator’s report last week to review.
COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to accept the report as written and emailed to Council and to enter it into the record of tonight’s Council meeting.  The vote: All yes.
VA Miller stated the Village received $553,377 in grants from OPWC/CDBG and $164,495 in loans from OPWC.  We have also been approved for a grant of $156,000 for the Water Filter Media Project.
WANDLE House drainage: instead of running the storm water out into the alley, doing 3 catch basins and tie it into the storm sewer.  Hiring the work out for $4,650 as we are now into leaf season.
Council Member Schwab congratulated the Electric Department for their Safety Award. 
Council Member Schwab said thank you for painting the light and traffic poles.  Council Member Hilliard stated it was nice to have it done with a local company.
Council Member Schwab asked if VA Miller had the amount of tonnage that was collected at the Fall Cleanup.  VA Miller is going to call and get the information from the hauler.
Mayor Hawk commended VA Miller on his work and commitment to the Village.
Council Member Fox asked if the request for a bench donation has been considered.  VA Miller stated there needs to be a standard for donations and an ordinance needs put together.  Council Member Schwab would like the ordinance to be expanded for other donations as long as they meet Zoning Board and/or Park Committee reviews.
Administrator’s report for period 10/05/2021 thru 10/18/2021:
ØFilter Media Replacement Project. The rebid for the Filter Media Replacement Project timeline is:
  •  First advertisementOctober 8, 2021
  •  Second Advertisement           October 15, 2021
  • Bid Opening                                October 29th at 2:00 pm
The bid form has been revised. The new bid estimate is $365,800, which is $77,100 more or 27% higher than the original. It includes a 10% contingency of $33,000.
One final note is that even with rebidding, we believe we can still meet the May 2022 deadline we have in our OPWC Grant/Loan Application.
I will keep Council informed.
  • Water Department & EPA Recommendations - Hydraulic Model of the Distribution System. CT Consultants has begun field work necessary to construct a Hydraulic Water Model for the Village. They have taken water pressure measurements. The target is to have it complete before the end of the year.
  • Brewster Parke Hydrant Project.  Easement(s) have been completed. We are in the process of getting those easements signed so that the Brewster Parke Hydrant Project can be put out to bid.
This project was NOT among the ten (10) projects submitted by the Stark County Engineer for an Ohio Water & Wastewater Grant, so this will be funded with Brewster American Rescue Plan Funds.
  • Bench Donations. I have been approached about the possibility of donating a bench in Bimeler Park in memory of a relative. Council passed legislation this year to allow donation of trees. I suggest discussing the possibility of passing similar ordinance for benches.
  • Jefferson Ave Sanitary Sewer Replacement Project. The bill to Shelly in the amount of $431,185.72 ($277,277.53 grant and $153,908.19 loan) has been processed and paid.
The close-out bill for an adjustment on trees replaced on the project and for Superior Paving for the surface asphalt has also been submitted, for a net final reimbursement amount of $10,587.20, raising the loan amount from OPWC to $164,495.39.
With the final figures rechecked back and forth between the VA and the Clerk, the final numbers are as follows:
  • Original Total Budget: $1,065,889
Final Total Budget: $997,119.16 (previously $997,505.16 – had double counted a $386 reimbursement)
  • Original Total Grant: $312,378
Final Total Grant: $312,378
  • Original Total Loan: $209,907
Final Projected Total Loan: $164,495.39 (previously $164,881.39 – same double counting of a $386 reimbursement)
Keep in mind that not using all the loan is not a “bad thing”. The loan obviously has to be repaid, so we really aren’t losing anything.
There is another $20,165 in construction inspection/administration expenses that are not being submitted to OPWC, because we already meet Local Revenue Requirements AND if we turned them in it would take Engineering Costs to a much higher percentage. As a reminder, we used Thrasher because Hazen expended all $29,716.47 in Construction Administration before a shovel was turned on the project. And again, bottom line if we turned those expenses in for reimbursement, we ultimately have to repay it. Not Only would it need to be repaid, but it would add additional calculating which funds have to repay (including non-utility funds of Storm Sewer and Paving) AND tracking for the next 20 years.
ØSanitary Sewer Main Relining Project. Wastewater Superintendent Dan Klein is coordinating our contractor to clean and CCTV the sanitary sewer from where the Jefferson Ave Project terminated at a new manhole just north of 5th Street SE northwest to 4th Street SE. Once that is complete, we will know whether the line is a good candidate for lining.
If it a good candidate, I am still recommending that Brewster apply for a CDBG Infrastructure and Public Facility Grant for the Jefferson Ave. Sanitary Sewer Lining Project. The deadline is November 5th, 2021. The Jefferson Ave. Sanitary Sewer Lining Project runs from where the Jefferson Ave Project terminated at a new manhole just north of 5th Street SE northwest to 4th Street SE, and would include replacing the manhole at 4th Street, provided we get the necessary information in place before the deadline.
ØElectric Substation – SCADA (Supervisory Control and Data Acquisition System).  We continue to make progress and work continues by GPD and the Electric Department on the SCADA system at our substation. I will keep Council informed as to the progress on the project.
  • Electric Department – Award. The Village of Brewster Electric Department received an award for the second year in a row for safety, for which the credit goes to our employees for following good safety protocol while making sure the electric stays on and/or is restored.
  • Electric Department – Transfer Bus. The Electric Department continues to work on the transfer bus at the Substation. It is approximately 80% complete. the outgoing transfer bus at the Substation. The transfer bus is used to divert power from a feeder line that has a breaker issue. If a breaker has an issue power can be put on the transfer bus and restored (fed) to the distribution feeder that has the breaker issue.
  • Electric Department – New 7th Street Line. Waiting on transfer bus to be completed.
  • Decorative Street Lighting – Wabash north of Underpass. Conduit installation is complete. Waiting on connectors and boxes to get started.
  • Electric Department Garage. Work continues on the plans for the proposed new Electric Garage. We are still moving forward on a new 7 bay Electric Garage and office.
To confirm that the location picked for the building will not impede a future ring bus in front of the substation,I reached out to both GPD and AMPT. At our meeting and subsequent discussions with AMPT about the location of the Electric Building and the second feed and associated ring bus, we discovered that the second feed into our substation would make the proposed location for the Electric Building not workable. We are still working on the plan is to move the Electric Building north into the trees and flipping it to face south. Only other change for sure would be eliminate the one garage door facing out the back to the south (now north). The proposed building is 59.5 feet by 130 feet, so with the proposed lay out, we estimate we would need roughly 80 feet north from existing lease line by 180 feet to allow some buffering on the back and sides from the trees, so roughly a third of an acre. I reached out to Brewster Cheese, and they have consented to the new location on a leased basis for 50 years at $1. This is our best option, and a survey of the required property for a lease is being prepared.
  • Brewster Council Chambers COVID Compliance Remodeling Project (aka Community Room). The Brewster Council Chambers COVID Remodeling Project is scheduled to be bid out.
  • First advertisement is on October 18, 2021
  • Second Advertisement is on October 25, 2021.
  • The Pre-Bid Meeting is October 28th at 11:00 am.
  • The Bid Opening is scheduled for November 9th, 2021 at 2:00 pm.
For the base project (completing bays and bathrooms) the Architect’s estimate is $154,980. For the alternate (the base work plus demo of the old Fire Office for more space and moving counters and appliances for more space) the Architect’s estimate is $181,635
We have applied for the building permit from the Star County Building Department and plumbing permit from the Stark County Health Department so that:
  • IF the bids for the Brewster Council Chambers COVID Remodeling Project (Community Room) come in at an amount that is acceptable to Council, we are ready to go, and
  • If Council then determines to award a contract, we are ready to go, and
  • Most importantly, so that we hopefully get any changes from the Stark County Building Department BEFORE we award a contract this time, so we can cost/plan for them ahead of an award. (If you will recall, we applied after awarding the contract for the Fire Addition and found out we had nearly $40,000 in change orders before we even started – if we find out now, we can do an addendum and get competitive prices and at least know ahead of time)
The permit has been approved by the Stark County Building Department, but we are waiting for the formal approval letter to make sure it was not a ‘conditional or phased’ approval.
 Storm Drainage Projects. The current list of storm sewer projects in their priority order, with updates on their status:
  1. Cleveland Ave south of Main on east side – failed catch basin. COMPLETED except for replacing curb & gutter.
 2. Catch basin on Tuscarawas to address sump pump. COMPLETED except for replacing curb & gutter.
  1. East Main Street Drainage. Project has begun.
  2. East end of 1st Street SE. Will be scheduled when area dries out and we can coordinate with US Army Corps of Engineers.
  3. Dartmouth/Amherst relief line. First step - survey being completed
  4. Open ditch east of Mohican.
  5. Drainage from Harmon west of 264 Harmon. First step - survey needs to be completed
  6. NEW ADD ON –Drainage to the west of the WANDLE House.
  7. NEW ADD ON –drainage on north side of 7th west of Baymere.
These are not necessarily on a first come/first serve basis but based on their criticality and/or ability to fit into the schedule. We are also looking to repair deteriorated catch basins, so if any Council person is aware of any, please let me know. Also, if there are any storm drainage projects/issues not on this list please let me know.
  • Storm Drainage – Wandle Court. A short time ago I added to the Storm Sewer Project list “Drainage to the west of the WANDLE House” This project is obviously associated with the WANDLE House. They are having issues with their downspouts, determining where they drain to, and getting water issues in their basement. Emptying their downspouts onto the ground and having them flow over the surface to the 30-foot alley behind it by the Police Station and current Street Department, and causing potential ponding issues. So, as an alternative the “fix” is to install a 12-inch storm sewer on the east side of the 30-foot alley (Wandle Court) with three (3) catch basins.
The WANDLE House has already engaged a contractor to address the downspouts. We are soliciting a proposed price to install the catch basins and 12-inch storm sewer in the Village right-of-way (alley) for the WANDLE House to tie into, with the Village supplying the materials. A sketch was forwarded.
With the current storm sewer projects and with leaf season upon us, that would be a good alternative provided the cost proposal for installing the catch basins and 12-inch storm sewer in the Village right-of-way (alley) is “fair”.
I will keep Council informed.
ØEmployee Handbook – Addition of a Resignation Policy. A situation has arisen that indicates that the Village should have a policy/process for dealing with resignations. I have drafted 9.03 Resignation Policy in consultation with the Law Director, and I have forwarded a copy to Council members and drafted legislation which the Mayor has added to the agenda.
I would like Council to formally enact 9.03 Resignation Policy.
  • Resignation Process. In conjunction with the adoption of the 9.03 Resignation Policy, I am also asking that Council formally adopt a Resignation process to implement said policy. I have forwarded a copy to Council members and drafted legislation, which the Mayor has added to the agenda.
I would like Council to formally enact 9.03 Resignation Process.
  • 2021 Yard Waste Start-Up Grant. The Village of Brewster received a 2021 Program Start-Up Grant from the Stark-Tuscarawas-Wayne Recycling District in an amount of up to $18,000 to extend the yard waste drop-off area (in cement) and add/extend drainage. The Village recently submitted our “invoice” for $17,917.76. We received a check in that amount Friday October 15th.
  • Power Purchase - 1 or 2 MW Off-peak Block of Power for 2025-2028. On August 16th Council passed an ordinance to buy a 1 or 2 MW off-peak block of power for 2025-2028 to hedge our bets, IF NEEDED in the future, due to market changes.
AT THAT TIME both Courtney and Associates, the firm that has been performing Brewster’s rate studies, and AMP recommend using the market or AFEC to cover our energy shortfall beyond 2024. In this case we are looking at 2025-2028. Both agree that at that time Brewster would be better off covering our off-peak needs in 2025-2028 by either buying from the hourly market or running AFEC, whichever one is cheaper. However, Courtney and Associates added “… that is our recommendation for now.  If we see an upturn in the market that recommendation may change, but for now the projected energy market prices appear to be stable.”
As I stated at the time, reacting to a market change would very likely need to be done quickly. However, because Brewster (like nearly every other City/Village) is slow to enact legislation, we still should pass an ordinance in place with AMP to buy a 1 or 2 MW off-peak block of power for 2025-2028 to hedge our bets, not for immediate implementation. Having an ordinance/agreement in place will allow the Village and AMP to act quickly IF there is an upturn in the market that would change your recommendation not to buy a 1 or 2 MW off-peak block of power for 2025-2028 to hedge our bets. If the market changes and we do not have an ordinance/agreement in place with AMP, and Brewster approaches the purchase as a non-emergency (like Council prefers to do), that means time to get an ordinance in place, three readings, and 30 days to take effect. That is approximately 3 months, which is an eternity if we are attempting to react to an increase in market rates that would require hedging our bets. We would be way behind the curve, and maybe back to our higher rates that we are just now seeing go off the books from 2000 teens.
On August 9th, prior to passing the ordinance, I asked AMP about the natural gas market affecting off-peak prices for 2025-2028, and at that time they were up about $0.50 / MWh since April. Their response was it did not alter their recommendation.  My concern at the time was the trend in the natural gas market and wondering where we should buy before we passed the “threshold” and/or should strike before we get there, saving more?
On August 30th I reached out and got an update from AMP that indicated that the previous week they got a quote of $25.50/MWh for our potential 2 MW off-peak block for 2025-2028. This was $0.50/MWh below the budgeted amount of $26.00/MWh identified in the purchase recommendation presentation. They had seen a run-up in the short-term market recently but that has not seemed to affect long-term off-peak prices. They said to let them know if Brewster is interested in proceeding or would rather wait and see for a while. Courtney and Associates also recommended waiting at that point.  
On Tuesday September 28th I sent a copy of a headline that stated “Home heating sticker shock: The cost of natural gas is up 180%” and asked how does this affected our potential prices for a 1 or 2 MW off-peak block for 2025-2028, if at all? AMP’s answer was they had seen some upward movement in the longer-term market forwards. Currently, the cost of 2 MW off-peak for 2025-2028 was $26.42/MWh. This was/is $0.42/MWh above the budgeted amount of $26.00/MWh. (Increase of $0.92 MW since August 30th). AMP stated let them know if Brewster is interested in proceeding or would rather wait and see for a while (there has been a lot of volatility both up and down the last couple of weeks). After consulting with Courtney and Associates, they recommended proceeding with 1 MW.
So, on Wednesday September 29th I responded to AMP and indicated that Brewster was interested in proceeding with obtaining prices for both a potential purchase of a 1 MW block or a 2 MW off-peak block for 2025-2028. AMP responded on that date the price was $26.85, so another $0.43 MW above last week’s price. They also said it was still well below the $30 / MWh that was in the schedule.
We are still attempting to move forward as the cost of a 1 MW block or a 2 MW off-peak block for 2025-2028 continues to rise. I will keep Council Informed.
  • Brewster & Stark Metropolitan Sewer District Agreement. As Council may recall, in 2019 Brewster entered into an agreement with Stark County Metropolitan Sewer District to allow extension of sanitary sewer outside the Village to Justus. I have learned that this project is being fast-tracked and expanded. With their American Rescue Plan Funds, Stark County has decided to fast-track all their EPA identified problem septic areas for sanitary sewer. One of course is Justus. Another is Harmon. Stark County is currently requesting qualifications for engineering services to not only finalize Justus, but also to include Harmon as well. I have provided Council with a copy of their RFQ as well. I reached out to Stark Metropolitan Sewer, and they indicated that the water line loop Brewster requested be included at the same time an extension to Justus occurs to reduce its costs and limit disturbance has been designed, as has a portion of Justus sanitary sewer extension. Our water line loop is still in the plans. What is being added primarily is Harmon.
I will continue to monitor the situation and keep Council informed. At some point we will need to reach a supplemental agreement with Stark Metropolitan Sewer for their expansion to Harmon.
  • Joint Meeting of the Brewster Zoning Board of Appeals and the Brewster Planning Commission. A joint meeting of the Brewster Planning Commission and the Brewster Village Zoning Board of Appeals has also been scheduled for Thursday October 21st, 2021 at 7:00 pm in Council Chambers at Brewster Village Hall at 302 South Wabash Avenue.
The first subject of the meeting will be for the Zoning Board of Appeals to consider a request for a variance(s) being requested for parcel 7001609 and 7001674, located at 148 6th Street SE. The property is zoned R-3 and B-2 and is owned by Brian and Lea Marburger. The variance(s) are to allowing a detached garage to remain within required setbacks. The variance(s) is (are) from Brewster Codified Ordinance Variance from Brewster Codified § 153.053 YARD REQUIREMENTS which provides in relevant part “Minimum front yard depth 35 feet” in an R-3 District AND § 153.158 YARD REQUIREMENTS which provides in relevant part “Minimum front yard depth 50 feet” and “Minimum side yard width 50 feet when adjacent to any residential district and only on the side adjacent to the residential district”
The second subject of the meeting is a joint work session to discuss changes to Brewster’s Codified Ordinances to accommodate and/or expand the ability of wineries to locate within the Village.
  • Efficiency Smart - 2021 Retail Lighting. A participation agreement is in place with Belloni’s for reduced cost LED light bulbs. The inventory has been delivered.
  • Efficiency Smart – Rebates. Heating and cooling make up the largest portion of the average household’s energy bill. Efficiency Smart offers rebates on products that can help you save on these costs, including a $750 rebate on cold climate air source heat pumps and a $100 rebate on air source heat pumps. Visit www.efficiencysmart.org/brewster-ohio and select “Home Energy Rebates” or call 877-889-3777 for more information on available rebates.
  • Efficiency Smart – “Buy Local” Program. For a limited time, Efficiency Smart is offering small businesses an increased incentive for purchasing qualifying LED products from a designated local business. Contact Bob Golden with Efficiency Smart at rgolden@efficiencysmart.org or (614) 468-4904 for a list of designated local suppliers and contractors or for more information.
  • Efficiency Smart - Appliance Recycling Rewards. The Appliance Recycling Rewards program is back for a limited time. There is a brochure that is available in Village offices.
  • Efficiency Smart - Home Energy Rebates. Home Energy Rebates have been increased for many measures through the end of 2021. There is a brochure with details as to the amounts available in Village offices.
  • Internet Sales. We are now in a position to be able to sell items that are no longer needed for public use on the internet, per the ordinance passed by Council. The “legal” documents associated with sales have been approved by the Law Director, and Public Surplus has uploaded them. The registration process has been completed by the Clerk-Treasurer. We have gotten phots for each vehicle and are getting information together to post our first items (2 Police Department vehicles) online, with a plan to set the minimum bid at the same amount the Village could get for scrapping the vehicles.
  1. Proclaim the week of October 18th “BEAT TUSLAW WEEK”.  There will be a parade on Thursday, October 21, 2021.
  2. Making plans for “Christmas in Brewster”.  The event is scheduled for November 27th on the empty lot next to the boulevard.  An organizational meeting will be held at the Station Restaurant on October 27, 2021 at 10:00 am.
  3. Last pool filling for year: Already planned and approved before moratorium was passed.  The new policy was discussed and VA Miller will tweak the ordinance.
  4. Request for Executive Session.
COUNCIL MEMBER HESS MOVED, SEONDED BY COUNCIL MEMBER RADICH and motion carried for Council to go into executive session for the of considering compensation of an employee of the Village of Brewster and for the purpose of considering matters required to be kept confidential by Federal Law and State Law.  Council, VA, Solicitor, Police Chief, and Clerk-Treasurer exited Council Chambers at 7:30 pm.
All returned to Council Chambers.
COUNCIL MEMBER HESS MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to exit Executive Session at 7:58 pm.  The vote: All yes.
  1. I attended the Ohio Association of Public Treasurers October 8-10.  Lots of information on protecting the Village’s money from fraud.  Multi-Factor Authentication (MFA) was one of the latest and greatest ways of protecting the Village.  It just so happens that we are already in the process of setting this up. 
  2. We were notified by our insurance company that to be covered for cyber and crime insurance, we have to have the MFA.  They have extended our policy for 60 days to enable us to work with our IT company to get everything up and running.  The last I spoke with Seifert Technology, they were working on the final steps.
  3. Along those same lines, our banking institutions have already implemented the MFA.  I have been struggling getting the Village set up with some of our vendors that have started up the MFA’s on their systems.  I will continue working on them.  I will need to be able to have access to all our accounts online before the end of the year.
  4. The paperwork has been filed to close out the Jefferson Project.  Now the entries must be made in order to document the grant money and the loan money.  This must be done in order to report an accurate financial report for the year even though no money left or was actually received by the Village.  Special funds and line items must be created and used for each individual project we complete.
  5. I filed a claim with the insurance company for one of our Police Officers that hit a deer.  The company promptly paid less the $250 deductible.  We also received annual dividend check for $ 185.41.
  6. The Tuscarawas Township Fire/Ambulance contract payment was received today.
  7. Council Member Hilliard asked if it would require one or two motions for employee’s Thanksgiving and Christmas gifts.  Solicitor Anthony said one would be fine.
VILLAGE SPEAKS (Communications received by Council Members from Village Residents):
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.
  1. From Council Member Mike Schwab: In 2002, the Village Council in place at that time approved a Resolution of Appreciation thanking Bob Luckring for taking over the reins at the Historical Society and the WANDLE House.  It is almost 20 years later, and Bob has continued to serve the Village at the WANDLE House.  I believe it is time for the Village and Council to again thank Bob.
  1. Trick-or-Treat will be Sunday, October 31st from 4:00-5:30 pm.
  1. None.
  1. None.
OLD or NEW BUSINESS:Council Rules require a two-week waiting period before any expenditure of funds unless determined an emergency.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to permit the Water Department to fill Scott Burdge’s pool using the fire hydrant.  The vote: All yes.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to give each employee a $25 gift certificate for Thanksgiving and another one for Christmas, with no alcohol or tobacco listed on the certificate.  The vote: All yes.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to create a Resolution of Appreciation for Robert Luckring for his work with the Historical Society and at the WANDLE House.  The vote: All yes.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to amend Chapter 92 of the Village Code of Ordinances to set parameters for the donation of Structures, Equipment, Facilities, or similar items to Village Parks, Grounds, and Buildings.  The vote: All yes.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to create legislation to restrict decibel the decibel level in the appropriate section of the Codified Ordinances.  The vote: All yes.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to create emergency legislation for consideration on November 1st to make application for a CDBG Infrastructure and Facility Grant for a Jefferson Avenue Sanitary Sewer Relining Project.  The vote: All yes.
Council Member Hilliard reminded Council that there should have been a first reading on the employee wage increase for 2022.
First Reading: A Resolution Increasing Employee Wages by 2.5% effective on January 1, 2022.
COUNCIL MEMBER RADICH MOVED, SECONDED BY COUNCIL FOX motion carried to extend the paid injury leave for an additional 14 calendar days beyond the current allowable period for the employee on paid injury leave.  The vote: Hess, yes; Hilliard, abstain; Long, yes; Radich, yes; Schwab, no, Fox, yes.  Motion carries.
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to adjourn the meeting at 8:12 pm. The vote: All yes.
Respectfully submitted,
Kris King, Clerk-Treasurer
Charles Hawk, Mayor