March 2, 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.
MEMBERS PRESENT:
Mike Schwab, Mayor
VILLAGE OFFICIALS PRESENT:
MINUTES FROM THE FEBRUARY 16, 2015 REGULAR COUNCIL MEETING:
Mayor Mike Schwab asked if there were any additions or deletions to the February 16, 2015 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 HILLIARD and motion carried to accept the bills for the amount of $ 357,253.33. 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.
No one wished to speak.
Others in the attendance: Ray Heitger, John Barkan, and Ann-Margaret Lambo.
CONSIDERATION OF ORDINANCES:
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.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to table the resolution and have legislation for a replacement levy drawn-up. The Clerk is to find out what the cost to the residents for a replacement levy instead of a renewal levy would be. Council Member Mackey is concerned that the residents will feel they are being taxed to death. He thinks there is a greater need for a Street Improvement Levy and doesn’t want to jeopardize one for the other. Council Member Tharp stated this will allow Council to get more information before making a decision. Council Member Hilliard is concerned because the Fire Department is working within the parameters of a 4 mil levy using 1981 and 1991 property valuations. He also stated that the department has applied for a grant for 11 sets of turn out gear but may not get it. The gear would cost approximately $18,150. The vote: Hilliard, yes; Mackey, no; Tharp, yes; Fox, yes; Godwin, yes; Hawk, yes. Motion passed.
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.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to table the resolution. The vote: Hilliard, yes; Mackey, no; Tharp, yes; Fox, yes; Godwin, yes; Hawk, yes. Motion passed.
Third Reading: An ordinance authorizing a Contract for rental of Backup Electric Generation Units.
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to table the ordinance until after the formal opening on March 5th, 2015. The vote: All yes
First Reading: An ordinance authorizing a Purchase Agreement for the Sale of 1.5 miles of Brewster 69kV Transmission Power Line to ATSI/FirstEnergy.
MUNICIPAL DEPARTMENTS:
FIRE DEPARTMENT:Chief Chris Colucy
Chief Colucy requested that Scott Borojevich of 155 Sixth St SW be appointed to as a probationary firefighter pending successful physical, drug, and background checks.
An update on Pumper 151, which is in Columbus at Sutphen for repair & evaluation, was provided by the Chief.
The department is sending two firefighters to EMT school.
Chief Colucy has found equipment that he can borrow to do the fit test for the SCBA's.
Council Member Tharp asked how the table of organization was coming along. Chief Colucy and Human Resource Consultant John Barkan have disagreed on how the department should be organized. The lieutenant position has not been approved by Council that was recommended by the Chief and Mayor. The Chief is proposing one Chief, two Assistant Chiefs (one for fire and one for paramedics), two Captains, and one Lieutenant. Council Member Mackey stated that after the public spectacle made with the four anonymous letters, operational practicality needs to be addressed. The Chief and the HR Consultant will continue to work together towards a solution.
Three firemen have been certified in ice water rescue. Immersion suits will need to be looked into and also possible financial assistance for the purchase of the suits.
POLICE DEPARTMENT: Chief Harry Porter
Newest Appointees in training for Part Time Officer: Kaylee Simmons is working on her own and Jason Babel has withdrawn from Department; remaining two are not yet ready to work alone.
Chief Porter provided a packet of information concerning the Police Officers’ clothing allowance. He is requesting the annual amount be raised from $480 per year set in 2000 to be raised to $1,000 per year. He provided bills supporting the cost of items worn by the Police Officers along with a list of neighboring communities uniform allowances. He also brought up an increase for the part-time officer's uniform allowance. Concern in part-time officer turnover was expressed. Mayor Schwab is recommending the increase for the fulltime officers but this was the first time he was addressed concerning the part time officers and will look into it further.
Council was provided with a sample copy of the Vacation Security Check Program.
Chief Porter reported that the department has a body camera that they are trying out and has already proven to be beneficial in a case where an officer was head butted.
VILLAGE SOLICITOR:Attorney John Anthony
Report on Sale of Village T-Line Agreement Draft - He has a few changes and some comments.
COMMUNICATIONS:
Stark Bar Association: Officials are invited to the Law Week Naturalization Ceremony for new citizens on May 1st at 10:30 am at the Canton Country Day School.
The Mayor received information on the Prescription Assistance Network (United Way recipient) – a program that provides prescription medication access for underinsured individuals (Council copy); information will be available on Village Web & Facebook sites in the future.
Council Member Mackey asked about the Facebook page. Mayor Schwab stated it is very basic and is for informational purposes. Purchasing “Boost the Post” service was discussed along with advertising on the sign at Village Hall.
VILLAGE ADMINISTRATOR:VA Robert Pauley
Administrator’s report for period 02/14/2015 thru 02/27/2015:
- With GPD reviewed and finalized specifications for the Electric Line Shop Annex Standby Generator Project (backup generator). This will be a turnkey project, installation of necessary foundation & fencing, procurement and installation of standby generator, installation of necessary switchgear with all required permits. Legislation is needed to authorize the preparation and advertising for bids for the project.
- Directed GPD to evaluate and make recommendations as to the economic viability for the possible re-use of the standby 3-phase generator that is being replaced as part of the Sweetwater Wastewater Collection System Improvements project.
- With electric department and GPD met with interested vendors for the Rental of Standby Electric Generator Units for the FirstEnergy/Harmon Substation cutover project. Addenda #1 was issued to all interested bidders. Note: Bid opening is scheduled for March 5, 2015 at 11:00 a.m.
- Electric department with GPD met with contractor to determine cost/ability to accomplish placement/system connection of WLE-38 pole, as originally designed and proposed by FirstEnergy, by village contractor. Proposal with time frame and cost expected prior to council session of March 2, 2015.
- Street Supt. received quote to replace current Steiner mower with Ventrac mower. Mower is available thru cooperative purchase contract (Ventrac 4500Z $22,800.00, HM602 60” mower deck $3,370.00, cooperative purchase contract discount -$3402.10, trade-in allowance -$6,500.00) at a cost of $16,267.90. As the replacement of this item is contained in the 2015 budget, and purchase is through cooperative purchase contract, and amount is within the allowable contracting limit for the Village Administrator (set by ORC) no legislation is necessary – item will be ordered.
- With Mayor, Councilmember Mackey and Captain Creter attended presentation by Ohio Association of Public Safety Directors focusing on development of human resource policies and manuals. In depth focus was given to recent Family and Medical Leave Act (FMLA), Americans with Disabilities Act (ADA) and Fair Labor Standards Act (FLSA) changes, as well as development of social media and cell phone policies.
- Received proposal from Reilly Sweeping, Inc. for 2015 street sweeping. 4 sweeps - $7,163.00, 5 sweeps - $8,741. Five sweepings were accomplished in 2014.
- Sweetwater pump station project, next progress meeting scheduled for March 19th.
- Spring hydrant flushing for the entire village set for week of April 6th thru 10th, weather permitting.
VA gave a report on the Harmon Substation changeover with an emphasis on pole 38. The report was originally to be presented by a GPD representative Dwight Niedenkofler who was under the weather. There are questions and concerns about the pole that is being proposed.
Council Member Hilliard asked about the 3-phase generator. Retro-fitting or parting out the 3-phase generator was discussed. He asked the VA if he recommended four or five street sweepings? VA recommended five sweeps. Council Member Hilliard asked why the Steiner was being traded in? VA Pauley stated it was near the end of its useful life. He also stated the Ventrac was a better machine. Council Member Tharp asked if there were three quotes and if not, why? VA Pauley stated it will be purchased through the Cooperative Purchasing Program so there was no need for three quotes.
VILLAGE MAYOR: Mike Schwab
Council Letter of Appreciation to Tattered and Worn and Council letter of Appreciation to the R&R Junction General Store, both need Council signatures.
Judge granted a continuance for the Walker Family for the Walker litigation; re-scheduled for August.
Preliminary Pavilion Plans received from Frontier Gazebo for mark up; returned for several changes suggested by Staff;
Required for ADA compliance:Handicap Parking slot – suggestion: in gravel lot
Curb drop for wheelchair access - suggestion in area of gravel lot
Handicap Restroom – possible HC Port-a-Jon; more info needed
Council Member Godwin stated he recommended the parking three years ago. Councilmen Tharp and Hilliard would like to see quotes for the parking spaces to be asphalted.
Material costs for Village Hall Remodel as of March 2nd are at $ 19,198.10; Yet to be completed: Installation of trim and minor touch up andVA return to his Office & Utility Office resurrection.
VILLAGE CLERK-TREASURER:Kris King
Check register for tonight's meeting provided for Council's signatures.
February Month-to-Date and Year-to-Date report.
The village currently has two Worker's Comp cases pending.
The residents heading up the Easter Egg Hunt would like to have it on April 4th at noon at Bimeler Park. They are requesting to a budget for up to but not exceeding $1,000.
VILLAGE SPEAKS: Communications to Council Members from Village residents
Council Member Hilliard received a compliment on the plow on the front of the sewer truck. It was suggested that if similar trucks are purchased in the future that these kind of plows be installed.
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.
Council Member Godwin reported on the Parks & Grounds Work Session this evening. Insurance coverage and alcohol in the park for Fire Department events were discussed.
Copies of Council of The Whole Minutes from 02/16/2015 prepared by Councilman Mackey
Councilman Mackey has prepared a Draft of an update to Council Rules. He has requested that everyone review and be prepared to discuss at the next meeting.
Councilman Mackey, VA Pauley , Captain Creter, & Mayor Schwab attended an Employee Relations Seminar last Friday: The Mayor stated it was very enlightening. Results: Update of Employee Handbook is needed.
REMINDER: Utility Committee Work Session March 16 at 6 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 Mayor - Info: from Wichert Insurance concerning coverage during events on Village grounds
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 HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to have an ordinance prepared amending the wage ordinance for an increase in the full time police officers uniform allowance from $480 per year to $1,000 per year. The vote: All yes.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to appoint Scott Borojevich as probationary firefighter pending physical, background check, and drug screen. The vote: All yes.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to grant a waiver to allow for alcohol sales in the park during the Firemen's Festival and Oktoberfest sponsored by the Brewster Fireman's Association, and to have the Brewster Volunteer Fireman's Association provide an insurance policy that meets the Village's insurance requirements and require all volunteers working the beer tent to go through TIPS training. The vote: All yes.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to allow up to $1,000 for the Easter Egg Hunt on Saturday, April 4th at noon in Bimeler Park. The vote: All yes.
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to hold a Utility Committee Work Session on March 9th at 6:00 PM. The vote: All yes.
COUNCIL MEMBER MACKEY MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to have the Village Administrator prepare and advertise for bids for the standby generator for the line shop annex. The vote: All yes.
Council Member Hilliard asked why we are only going back five years on the delinquent income tax amnesty. Mayor Schwab stated that it was suggested by Village Prosecutor Chapanar.
COUNCIL MEMBER MACKEY MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to adjourn the meeting at 8:55pm.
Respectfully submitted,
K. Kris King, Village Clerk-Treasurer
Mike Schwab, Mayor