June 15, 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 THARP MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to excuse Council Member Godwin from tonight's meeting for college testing. The vote: All yes.
MEMBERS PRESENT:
VILLAGE OFFICIALS/EMPLOYEES PRESENT:
MINUTES FROM THE JUNE 1, 2015 REGULAR COUNCIL MEETING:
Mayor Mike Schwab asked if there were any additions or deletions to the June 1, 2015 Council meeting minutes.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to accept the minutes as presented. The vote: All yes.
PRESENTATION OF BILLS:
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to accept the bills for the amount of $332,369.48. The vote: All yes.
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.
Andy Codispoti, 250 Sixth St. West, has a neighbor that had seven chickens in a pen behind the house. He wished to add that since the discussion from last meeting that three ducks and another pen has been added to the backyard. Council Member Tharp stated he checked out the property and feels it is quite an operation. The Village will be looking into addressing the situation with an ordinance.
Others in the attendance: Ray Heitger, John Barkan, Angie Hess, Andrew Hess, and Ann-Margaret Lambo.
CONSIDERATION OF ORDINANCES:
ORDINANCE 18-2015: An ordinance authorizing the modification of General Fund Transfers was given third reading
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER FOX to pass the ordinance as presented.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to amend the quarterly transfer from the General Fund to the Street Resurfacing Fund from $5,000 to $7,500 quarterly. The vote: Fox, yes; Hawk, no; Hilliard, yes; Mackey, no; Tharp, yes. Motion passed.
The vote to pass the motion as amended: All yes. Ordinance passed.
First Reading: An ordinance authorizing modifications of Elected Official Salaries. As drafted, the ordinance lacks specific salary numbers. COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to insert specific salary numbers as follows:
- Clerk-Treasurer's annual salary to be increased to $37,800 and make note that this includes the duties of Deputy Income Tax Commissioner and Council meeting duties and delete section 1(c). This will be in effect with term beginning 04/01/2016.
- Mayor's annual salary to be increased to $8,300. This will be in effect with term beginning 01/01/2016.
- Council Members' annual salary to be increases to $2,400. This will be effect with terms beginning 01/01/2016 and 01/01/2018 respectively.
The vote: All yes.
MUNICIPAL DEPARTMENTS:
FIRE DEPARTMENT:Chief Chris Colucy
Asst Chief Jen Mohler's email to the Mayor concerning an EMS Grant audit and renewal. The email also included Capnography monitoring and upgrading to LifePak 15 cardiac monitor at an estimated cost of $35,000 each; the department needs two cardiac monitors. Chief Colucy stated there is a possible 50% match grant; budget for near future.
Chief Colucy discussed hiring a professional grant writer to fill out grant applications. This person has helped the Village in the past and was successful. She recently helped Strasburg get a $400,000 grant for a new pumper. The department needs to start looking at what they wish to apply for.
Contract discussions with Tuscarawas and Sugarcreek Townships will begin soon.
Chief Colucy is requesting that Council appoint Roger Carpenter as Mechanic with a $750 annual salary.
POLICE DEPARTMENT: Chief Harry Porter(absent)
There was no discussion or questions for the Chief.
VILLAGE SOLICITOR:Attorney John Anthony
Executive Session information – Council procedures for entering into and for returning. Solicitor Anthony stated that statements as to whether or not action will be taken after a session are not required and are just a courtesy, especially if the session occurs towards the end of the meeting.
Sample Animal regulation legislation from Alliance, Ohio provided to Council. Council Member Hilliard stated both Alliance and Wooster also have a limit on the number of dogs permitted. There was discussion as to whether this was a normal ordinance or if it had to go through the Planning Commission and change the Zoning Code. Solicitor Anthony stated it was a normal ordinance.
Town Hall meetings – Public Meetings under Sunshine Law and procedures. Solicitor Anthony stated that if it is for information gathering only, it is not classified as a public meeting. Council cannot engage with one another during the meeting. Expending money for this has to be approved by Council vote, not just by one Council Member.
COMMUNICATIONS:
AMP, Inc.: Applications for 2015 AMP Awards to recognize community and employee achievements. A good example would be George Radich's 40th anniversary with the Village in February 2016.
Stark County Health Department: new strain of rabies on rise. They are requesting agencies to provide any dead raccoons, skunks, fox, and coyotes found for sampling.
Ohio EPA notice – addressed to Mayor & Council: renewal of Shearer Foods Sewer Discharge Permit; VA and Sewer Supt asked to review and comment.
VILLAGE ADMINISTRATOR:VA Robert Pauley
Administrator’s report for period 06/02/2015 thru 06/12/2015:
- Third scheduled street sweeping is set for June 30th – weather permitting.
- Bids were opened for the Line Shop Annex Standby Generator Project with 3 qualified bids being received, bid summary attached. GPD, consultant on this project, recommends the Village award a contract and PO to Hilscher-Clarke for this project. They further recommend the Village considers selecting the Olympian/Caterpillar Generator with ASCO ATS for the additional cost adder of $1,850; this is a modest cost adder to upgrade to higher quality equipment. Hilscher-Clarke’s quoted work completion date is reasonable & acceptable. Hilscher – Clarke’s adjusted bid price with providing an Olympian/Catepillar Generator with ASCO ATS is $68.970.00.
- GPD provided an Engineering Services Proposal for the McKinley Ave. Distribution Line Rebuild Project GPD proposes to perform Tasks 1 and 2 for a lump sum amount of $70,400including expenses. Summary: Task 1 - Design & Bidding Services $46,250, Task 2 -Construction Administration, Observation & Technical Support $24,150. In the event any additional services are required outside the above work scope, we will submit a change order for your approval prior to performing the additional work and invoice those charges at a negotiated fee. We anticipate having the construction drawings completed and ready for material ordering and contractor bidding within 90-120 calendar days after receipt of a purchase order and notice to proceed.
- Consumer Confidence Report (water system) – OEPA required – will be included in July Utility bill mailing.
- Water Supt. meeting with consultant regarding proposed underpass project and system capacity & capability study set for June 17th.
- Sweetwater pump station project, next progress meeting scheduled for June 17, 2015. Prime contractor submitted summary of change orders, three change orders rejected for insufficient substantiation / project extensions requests.
- Frontier Gazebo (Mt Hope Fence) anticipates beginning the Bimeler Park Pavilion project on July 7th or 8th, with anticipated construction to take 8 days. Pre –Construction meeting set for Wednesday July 1st at 9:00 a.m. on site.
- Issued Zoning Certificate to Village (accessory building – FD- inflatable rescue watercraft and trailer – Fire Department) so Stark County Building Department would issue building permit. Fire Chief to brief on exact location of zodiac storage building.
- I will be on leave out of the area from June 18th thru June 29th.
Council Member Hilliard mentioned that there are poles around town with nothing on them. VA Pauley stated that when the Village puts up a new pole line, any lines from the cable or telephone companies have to be moved by those companies and it sometimes takes them a while to get the lines moved. The Electric Department will be removing the poles as they are cleared of lines.
Council Member Tharp asked if plans have been made for the underpass water lines. Mayor Schwab stated he was looking at an in-house replacement. There is a meeting scheduled with Poggemeyer Design Group on Wednesday, June 17th. The Mayor has been working on a water rate study with the help of Asst. Utility Clerk Tammy Fox but several Council Members would like to see it done by a professional. At this point, the Village has $40,000 in the Water Replacement Fund set aside for water line replacements. The Mayor has recommended rate increases for the last several years and been shot down. He recommended RCAP for the study. They will do it for a fraction of the cost of an engineering company. Council Member Tharp asked about grants available. Mayor Schwab stated that would take a year and the 8" line needs replaced this year. Council Member Mackey feels that it should all be done: the 8" waterline, the 4" waterline, and the storm sewer and sidewalks . Mayor Schwab stated that would cost around $350,000 and the Village needs to do what can be afforded within our current budget restraints. Council Member Mackey would like to see applications for loans from OWDA or OPWC. The Mayor stated this would take at least a year and emphasized the importance on moving forward with the 8" line. He also emphasized a small rate increase until the study is done. Council Member Hilliard stated we need to get the 8" line done and find out about our overall system capacity and capability. Council Member Mackey stated the study would give us a starting point that we can move on from there.
Council Member Hilliard asked where the storage building for the Zodiac boat would be. Chief Colucy stated the 10 x 24 shed would be in the side parking lot beside the Fire Station. Council Member Hilliard then asked if more people were going to be trained in water rescue. Chief Colucy stated they would train more people eventually.
VILLAGE MAYOR: Mike Schwab
18 employees attended an Equal Employment Opportunity (EEO) & Diversity Training on June 9 conducted by Barkan and Associates. The Fire Department will be scheduled at a later date: there will also be a make-up session for employees not able to attend the initial training.
Proposal: Mayor’s Draft of an Employee Sick Leave Donation Policy. He would refer it to the Employee Committee for review.
Water Supt, VA, and Mayor meeting with Poggemeyer Design Group on Wednesday to review proposals for the water main replacement for the underpass.
Stark-Tuscarawas-Wayne Joint Solid Waste Management District Host Community Grant Application; the Mayor is requesting Council's approval to file application with District.
Request an Executive Session to discuss an Economic Development proposal - # 7a on the Executive Session list.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried that Council go into executive session to discuss economic development specifically an application for economic development assistance and information related to the applicant's marketing plans, specific business strategy, production techniques, trade secrets, or personal financial statements. The vote: All yes. Council, VA Pauley, Mayor Schwab, and Solicitor Anthony exited to the meeting room at 8:38 pm with no action expected to be taken.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to exit out of executive session at 8:59 pm. The vote: All yes.
VILLAGE CLERK-TREASURER:Kris King
Check register for tonight's meeting provided for Council's signatures.
May fire pay is $5,446.25.
Requesting a software update for the budgetary program. One time cost of $1,000.
Public Records Request: William Walker was in for two requests since the last council meeting.
I've started on the codification review. This is going to be a time-consuming project and has to be complete by June 26, 2015.
Depository Agreements will be expiring and requests for proposals (RFP) will need prepared this month. Plan to set up a meeting with PNC and FirstMerit.
"VILLAGE SPEAKS"
Sue Lalewicz has requested that the health of trees at 204 Huron and 404 Jackson be reviewed. The Mayor referred it to the Tree Board for review. VA Pauley stated that the tree at 204 Huron is already slated for removal. The other one will be evaluated. Mayor Schwab provided a copy of the tree ordinance provided to Tree Board members. It provides procedures for tree removals.
Council Member Tharp stated a tree at 283 W. Main also needs looked at, it is bald on top.
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
Council of the Whole Work Session Minutes from June 1, 2015.
Council Member Hilliard reported on the Finance Committee worksession earlier this evening. He stated the ordinance to adjust the elected officials salaries is in the works.
Council Member Tharp reported on the Park & Grounds worksessionheld earlier this evening. Park equipment and sealing of the courts was discussed. No decisions were made.
REMINDER: Council of the Whole – Council Rules – June 22 at 6 pm
Employee Committee Work session – June 29 at 6 pm
Council of the Whole - Finance Work Session - July 6 at 6 pm
Economic Development Committee – July 20 at 6 pm
Brewster Garage Sales August 14 & 15
Insurance Committee Work Session – September 20 at 6 pm
EXPENDITURE REQUESTS from past meetings:
From the Clerk: Upgrade of the Budgetary Software at a one time cost of $1,000.
PROPOSALS PENDING:
1. From Councilman Mackey: Update of Council Rules (Future Committee meeting scheduled)
2. From Council: Review of Employee Wage/Structure pending Consultant John Barkan’s work
3. From Councilman Hilliard: Review of Village Official Salaries (Committee meeting tonight)
4. From Mayor: Formulation of a plan and protocol for use of the Sidewalk Repair/Replacement Fund
5. From Economic Development Committee: The creation of a Brewster Business Association (Note: Committee meets July 20th to discuss)
6. From Clerk, VA, Mayor: RCAP proposal for a GIS Project in the Village Utilities
7. From Mayor: Engineering for Utility Projects (Underpass water main replacement, McKinley Pole Line, water plant capacity review, etc) (Note: In Works)
8. From Mayor: In-house review of Water Rates to position utility for future infrastructure needs (Note: Rough numbers accumulated)
9. From Chief Porter: F.T. Police Officer Cell Phone reimbursements (Note: Future Committee meeting on June 29th)
10. From Mayor: Materials to complete Village Hall remodel total for all items = $ 870.00
11. From Councilman Mackey: Purchase Council Chambers table, chairs, and monitor as well as an electronic message board for Village Hall sign (Note: local cabinet maker to provide a cost for several options for a Council table)
12. From Chief Colucy: Use of siren only as a tornado warning & electronics to put traffic signals on red
13. From Mayor: Removal of 12 foot Pipe Swing from Bimeler Park (Note: Committee met tonight)
14. From Police Chief: Creation of a stipend for a PD Firearm’s Training Instructor (Note: there is an ordinance that created a Training Officer w/$ 1000 stipend (Ord. 39-1996 & Ord. 43-2003))
15. From Fire Chief: Appointment of two FD Lieutenants
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 authorize a Budgetary Software update at a cost of $1,000 from the General Fund. The vote: All yes.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to authorize the May fire pay of $5,446.25 from the Fire Equipment Fund. The vote: All yes.
Council Member Mackey asked if the estimates for the council table and chairs and the audio/video quotes had been gathered. A local carpenter has been in and will be getting quotes to Council soon. The clerk will be contacting Seifert Technologies concerning what would be appropriate for audio/video equipment.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to authorize the Mayor to file for a recycling drop-off clean-up/host community grant application for the Stark-Tuscarawas-Wayne Joint Solid Waste Management District. The vote: All yes.
Council Member Tharp asked about the Chief's recommendation of Roger Carpenter, Jr. as Fire Mechanic. The Mayor would like to meet with Chief Colucy before any recommendations are made before Council.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to go into executive session for the purpose of considering the discipline of an employee of the Village of Brewster. The vote: All yes. Council, VA Pauley, Mayor Schwab, and Solicitor Anthony exited to the meeting room at 9:07 pm.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to exit from executive session at 9:14 pm. The vote: All yes. No action was taken.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to add discussion of the sick leave policy to the June 29th Employee Committee meeting. The vote: All yes.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to adjourn the meeting at 9:31 p.m.
Respectfully submitted,
K. Kris King, Village Clerk-Treasurer
Mike Schwab, Mayor