March 16, 2015 - Meeting Minutes
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 K. Kris King followed by the Pledge of Allegiance.
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to excuse Council Member Godwin from tonight’s meeting due to illness. The vote: All yes.
MEMBERS PRESENT:
Mike Schwab, Mayor
VILLAGE OFFICIALS/EMPLOYEES PRESENT:
MINUTES FROM THE MARCH 2, 2015 REGULAR COUNCIL MEETING:
Mayor Mike Schwab asked if there were any additions or deletions to the March 2, 2015 Council meeting minutes.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to accept the minutes as presented. The vote: All yes.
PRESENTATION OF BILLS:
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to accept the bills for the amount of $ 280,471.11. The vote: All yes. Council Member Hilliard pointed out that $ 239,000 was for the Sweetwater Pump Station Project.
AUDIENCE:
Council Rules: Members of the audience shall rise to be recognized, state their name and address, ask their questions or make their comments in a direct manner, and receive their answer in a like manner. Members of the audience shall only speak at audience time, and shall be ruled out of order if they attempt to join in Council’s discussions. Courtesy shall prevail at all times.
No one wished to speak.
Others in the attendance: Ray Heitger, Cindy Mackey, John Barkan, and Ann-Margaret Lambo.
CONSIDERATION OF ORDINANCES:
Second Reading: An ordinance authorizing a Purchase Agreement for the Sale of 1.5 miles of Brewster 69kV Transmission Power Line to ATSI/FirstEnergy Corp.
First Reading: An ordinance amending Ordinance 30-2014 to certain employee benefits (as drafted would increase full time and part-time police officer’s uniform allowances).
First Reading: An ordinance authorizing the Village Administrator to prepare and bid for Standby Generation for Electric Department buildings.
Ordinances Tabled on 03/02/2015 at third reading:
Third Reading: Resolution to Submit a Ballot Issue for the Renewal of a 4 mil Fire Levy for 2016 – 2020 to the Voters for the November 3, 2015 General Election.
Third Reading: Resolution of Necessity for the Renewal of the 4 mil Fire Levy for 2016 – 2020 and Requesting that the County Auditor Certify Tax Valuations and Revenue.
Third Reading: An ordinance authorizing a Contract for rental of Backup Electric Generation Units.
MUNICIPAL DEPARTMENTS:
FIRE DEPARTMENT:Chief Chris Colucy-not present at this point
An update on Pumper 151, which is in Columbus at Sutphen for repair & evaluation, was provided by the Captain Murdocco. The transfer case has been fixed and the pump has been restored. The estimate to refurbish the pumper came to $ 58,806.27. This estimate includes a light tower at a cost of $ 32,076 plus $ 2,808 for installation. Captain Murdocco stated if they did not wish to purchase the tower the refurbish cost would be $ 23,922.27. The mayor and clerk will review the finances and report back to council.
Mayor Schwab reviewed the timeline of actions since September 2015. The suggested organizational chart was provided on 11/24/14. He provided the job descriptions of the fire department and the paramedic program. He provided Facebook comments from retired Fire Chief Larry Gilkerson and retired Massillon Fire Department Captain Jerry Layne expressing support for Chief Colucy.
Mayor Schwab brought up the March 11, 2015 articles in the Massillon Independent and the Canton Repository newspapers about the Brewster Fire Department. This is the second article that has been printed. The first one was last fall. He stated that the most recent articles contained a number of assumptions and then offered these assumptions as facts. He felt this was a disservice to the men and women of the Brewster Volunteer Fire Department as well as the officials of Brewster. Mayor Schwab stated the timeline he provided does not support their assumptions or conclusions. He stated the structure of the organization is ever evolving to better address changing circumstances, needs, and requirements. The Mayor also provided a draft of a organizational chart along with the current job descriptions of all positions as defined by Village ordinances.
HR Consultant John Barkan reported on his various projects. He is working on the job descriptions and is having a hard time getting everyone from the fire department to complete the job audit with it being a volunteer department. Council Member Tharp asked what his timeline is to completion of the project as it was originally to be completed in March. Mr. Barkan stated he estimated it would be mid-summer. Council Member Hilliard asked that he consider on call pay for all the departments.
POLICE DEPARTMENT: Chief Harry Porter-absent
Car Camera from Grant is in.
Police Officers are trying demonstration body cameras from several different manufacturers.
The Police Department computer system being updated.
VILLAGE SOLICITOR:Attorney John Anthony
Mayor has asked Solicitor to review Village’s efforts to have junk cars removed; a fresh pair of eyes. Solicitor Anthony asked if the village had an ordinance for the junk cars and Mayor Schwab stated the village followed Ohio Basic Code. Solicitor Anthony stated sections of the Ohio Revised Code also covered them.
Solicitor Anthony spoke with FirstEnergy concerning the contract for the sale of the 69kV line. Their legal team has agreed to the changes he proposed. There was also a discussion on who controls the outage and the operations of the portion of the 69kV line to be sold between the closing of the sale and the substation cutover.
COMMUNICATIONS:
East Palestine will Host the Tree City USA Gathering on Tuesday April 28 at 8:30 am; reservations are due by April 10 at $ 15.00 per person (limited seating); let the clerk know ASAP if you want to attend.
Brewster recognized as a Tree City USA by the Arbor Day Foundation.
Solid Waste Management District: Brewster Yard Waste drop-off site selected as one of 15 sites for 2015 program; mandatory meeting on 03/25 at 10 am; Mayor Schwab will attend.
VILLAGE ADMINISTRATOR:VA Robert Pauley
Administrator’s report for period 02/28/2015 thru 03/13/2015:
- GPD resubmitted building plans for the Recycle Garage Door addition project addressing a change in the door size and Stark County’s request for a concrete slab at the man-door (west side), as well as additional exit signs and emergency egress lighting. The plans were approved.
- Mt. Hope Fence (Frontier Gazebo’s) submitted plans to Stark County Building Department for review of the Bimeler Park Pavilion/Gazebo project.
- With GPD and electric department personnel met with FirstEnergy engineering, transmission and energy delivery personnel on the Harmon Substation cutover. Alerted to possible delay in cutover due to construction (weather related) delay. FE attempting to resolve/clarify potential cutover delay by Monday, March 16th. FE legal personnel still reviewing sale contract of asset from Village to FE including draft wording for operation/maintenance of parcel should cutover occur after sale of asset has closed.
- Follow-on meeting the GPD, village electric personnel, FE personnel & contractor and village contractor (Vaughan Industries) scheduled for March 27th to finalize cutover sequencing, and functional responsibilities.
- Bids were opened for the Rental of Standby Electric Generator Units were opened on March 5, 2015. Three interested bidders had received bid invitation packets with addenda 1 & 2. One complete bid packet was received (bid tabulation attached). Based on the Utility Committee meeting of March 9, 2015 at which a competent qualified contractor had submitted a quote to perform the cutover work associated with the village’s pole WLE-38 within the 6-hour large power customer acceptable outage-window, I would recommend that all bids for the Rental of Standby Electric Generator Units be rejected.
- Info: seasonal workers for the street department scheduled to return March 30, 2015.
- Sweetwater pump station project, next progress meeting scheduled for March 19, 2015.
- Spring hydrant flushing for the entire village set for week of April 6th thru 10th, weather permitting.
Council Member Hilliard asked if the mower had been purchased. VA Pauley stated it should be delivered by the end of the week.
Council Member Hilliard stated he thought the generator was too expensive for the Electric buildings.
Fire Department:Chief Colucy arrived
Chief Colucy is asking for an additional assistant chief. He wants one for the EMS side and one for the Fire side. He plans to promote one of the captains and then have only two captains and a Lieutenant. Council Member Tharp stated if he was okay with refurbishing #151 without the light tower. Chief Colucy felt it was not a necessity. Council Member Mackey stated he didn’t feel we had a choice in the matter of getting the truck fixed (excluding the light tower) and wants to see figures for the Fire Fund before putting it up for a vote.
VILLAGE MAYOR: Mike Schwab
Council Letter of Appreciation to the Loyal Order of the Moose and the Freedom Baptist Church, both need Council signatures.
The pending police officer uniform allowance ordinance was discussed as suggested by Chief Porter and Mayor Schwab.
The General Fund Transfer was reviewed including an increased transfer to the Police Car & Equipment Fund and the Street Resurfacing Fund.
Water Department: Suggest an In-house Review of current Water Rates to address future infrastructure needs. VA Pauley reported the engineers will be down on the 25th to walk the waterline replacement through the underpass project.
VILLAGE CLERK-TREASURER:Kris King
Check register for tonight's meeting provided for Council's signatures.
I will be attending the Auditor of State's Public Records class on March 31st. All elected officials are required to attend or assign a designee. Anyone wishing me to be their designee must let me know and a motion needs to be made tonight to make it official.
Currently working on a Public Records request from California Common Sense. They are requesting financial information going back to 2008.
The Easter Egg Hunt will be held on April 4th at noon with the Moose serving free hot dogs to the children following the hunt at the lodge.
Tree City USA will be held Tuesday, April 28th in East Palestine. Anyone wishing to attend needs to let me know by April 3rd for reservations.
We currently have two ongoing Worker's Comp cases.
The Bureau of Worker's Comp's 2015 Safety Congress has been scheduled the same days as the Auditor's Conference. I've signed up for both and plan to go back and forth for the most beneficial sessions from each conference.
VILLAGE SPEAKS: Communications to Council Members from Village residents
Council Member Tharp said he received a congratulations on getting the Utility Office complete.
COMMITTEES or COUNCIL REPORTS:
*NOTE: The Goal of any committee meeting is to discuss an issue or proposal and to provide, by a consensus of the committee members, ONE recommendation to Council.
Parks & Grounds Work Session Minutes from 03/02.
Councilman Mackey/Council Project: Update to Council Rules. Council Member Tharp commended Council Member Mackey on his work on the Council Rules.
Council Member Hawk reported on the Economic Development project of developing a Brewster Business Association. His goal is to tighten the relationship between Village businesses and council.
REMINDER: Street Committee Work Session April 6 at 6:30 pm
Arbor Day in Ohio is Friday, April 24th
Drug Free Safety Training Meeting on May 5 – morning & evening sessions
PROPOSALS PENDING:
From Mayor: Formulation of a plan and protocol for use of the Sidewalk Repair/Replacement Fund
From Economic Development Committee: The creation of a Brewster Business Association
From VA & Mayor: RCAP proposal for a GIS Project in the Village Utilities; additional proposal being reviewed by VA
From FD Chief & Mayor – Creation of a nonpaying Lieutenant position in FD
From Mayor – Engineering for several Utility Projects
From Mayor – In-house review of Water Rates to position utility for future infrastructure needs
OLD or NEW BUSINESS:(Council Rules dictate a one meeting review period for expenditures, unless deemed an emergency)
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to untable the ordinance authorizing a contract for the rental of standby electric generation units. The vote: All yes.
Third Reading: An ordinance authorizing a Contract for rental of Backup Electric Generation Units.
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER THARP to pass the ordinance 12-2015 as read. Based on the recommendation of VA Pauley to reject all bids because a competent, qualified contractor had submitted a quote to perform the cutout work associated with the village's pole WLE-38 within the 6-hour large power customer acceptable outage-window. The vote: All no.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to accept GPD's recommendation to accept the proposal from Vaughn Industries to complete the Harmon Substation cutover at a cost of $ 42,700. The vote: All yes.
COUNCIL MEMBER HIILIARD MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to make Clerk-Treasurer the Public Records designee for the following elected officials: Councilmen Tom Hilliard, Dave Godwin, Chuck Hawk, Steve Tharp, and Mayor Mike Schwab. The vote: All yes.
COUNCIL MEMBER MACKEY MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to hold a Council of the Whole Work Session for reviewing the Rules of Council changes on April 20th at 6:00 PM. The vote: All yes.
Council Member Tharp stated he was not comfortable raising the full-time Police Officers' uniform allowance to over double what the current ordinance allows. It is currently $480/year and is proposed to be raised to $1,000/year. He is fine with raising the part-timers from $250/year to $350/year.
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to appoint Greg Rider as a probationary firefighter pending a physical, drug screen, and background check. The vote: All yes.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to hold a Finance Committee Work Session on May 4th at 6:30PM. The vote: All yes.
Council Member Tharp reminded Council to bring ideas to the table on selling the tax levy.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to hold a Street Committee Work Session on April 6th at 6:00 PM to discuss the upcoming Street Improvement levy. The vote: All yes.
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to allow the VA and Clerk to move forward with online payments and automatic payment and deduct options. The vote: All yes.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to schedule the village wide electric power outage for the Harmon Substation cutover on April 25th at 5am, with a severe weather date of April 26th at 5am. The vote: All yes.
Council Member Hawk requested that the Clerk and Mayor gather figures for the Fire Equipment Fund and email the information to Council.
COUNCIL MEMBER MACKEY MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to adjourn the meeting at 8:58pm.
Respectfully submitted,
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K. Kris King, Village Clerk-Treasurer
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Mike Schwab, Mayor