November 16, 2016 - Meeting Minutes
Brewster Village Council met in regular session with Mayor Mike Schwab presiding.
7:00 P.M. – CALL TO ORDER
MINUTES FROM THE NOVEMBER 2, 2015 REGULAR COUNCIL MEETING:
PRESENTATION OF BILLS:
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to accept the bills for the amount of $326,255.94. 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 Audience wished to speak.
Audience in attendance: Samantha Ickes of the Evening Independent.
GUESTS:
None
CONSIDERATION OF ORDINANCES:
Second Reading: An Ordinance Authorizing the Sale of Unneeded Village Property on the Internet.
Second Reading: An Ordinance Authorizing a Two Year Agreement with LOGIC/RED Center for Providing Dispatching Services for the Village Fire Department & the Village Police Department.
First Reading: Authorize Sweetwater Pump Station Project Change Order #2.
First Reading: Authorize Transfer of Funds from General Fund.
First Reading: Authorize Amending 11-2015 for Supplemental Transfers in 2015.
First Reading: Authorize Temporary Appropriations for 2016.
First Reading: Authorize the Amendment & Appropriation of $ 49,500 to General and Sidewalk Capital Improvement Funds.
First Reading: Authorize a Contract to Provide Fire/Ambulance service to Tuscarawas Township for 2016-2018.
ORDINANCE 46-2015: Authorize an Additional Amendment to the Village Municipal Income Tax(Changes it from Chapter 13 to Chapter 36 in Village Codifieds and cleans up language in the Chapter) was given first reading.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to suspend the rule requiring three separate readings and bring the ordinance forward for passage. The vote: All yes.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to pass Ordinance 46-2015. The vote: All yes.
First Reading: Authorize renewal of Village Employees Health Insurance through OPEC-HC; continuation of a 3 year contract (thru 01/01/2017) 25% increase in 2016.
MUNICIPAL DEPARTMENTS:
FIRE DEPARTMENT: Chief Chris Colucy
Tuscarawas Township Fire Contract to be submitted in December. The Chief provided a breakdown of how the township levy money is distributed between the area fire departments. The Village will receive $47,926 per year of the three year contract. Township residents are soft billed for squad calls.
The FEMA grants we are applying for are opening up tonight. We submitted for a new first-out engine.
POLICE DEPARTMENT: Captain Keith Creter
There will be a drug drop box located at the Brewster Police Department for everyday use. This is one of three located throughout Stark County.
Narcan training will be completed for the Police Officers in December. This will allow the officers to administer Narcan. One Narcan unit will be in each cruiser. CPR training is being scheduled through Paramedic Jen Mohler.
The 2012 Explorer engine has blown. They will be purchasing and installing a Ford rebuild motor. The next car will have a police interceptor engine. The radio/LEADS project will be pushed back until early 2016.
Council Member Mackey asked Capt. Creter if he had a conversation with the Park Street resident they had discussed at an earlier time. Capt. Creter stated he had.
Council Member Hilliard was concerned about a break-in that had occurred. He suggested using the Village's Facebook page to alert residents. Council Member Hawk asked if it had been put in the paper. Capt. Creter stated it was not put in the paper per Chief Porter.
VILLAGE SOLICITOR:Attorney John Anthony
Council Member Tharp asked if the employee contribution to the health insurance ordinance is changed, does the ordinance have to go back to first reading. Solicitor Anthony stated it probably should since it is an important part of the ordinance but can then still be passed as an emergency due to the required passing by a certain date.
RECREATION BOARD: Ray Heitger
The Halloween party expenditures came to $213.27 with $78.27 in refreshments and $135.00 in Prizes.
The Recreation Board is requesting up to $1,000 for the Annual Children's Christmas Party from the Recreation Fund.
COMMUNICATIONS:
Stark County Commissioners – Municipal Road Fund applications will be accepted until 01/31/2016. Recent past – applications made for Elton Street SW = $ 88,575.00. Council Member Hilliard stated that 7th Street is getting bad also.
Ohio Liquor Control – All liquor permits within Village are up for renewal on 02/01/2016; until then each legislative authority has an opportunity to comment; Chief Porter has been asked to comment.
VILLAGE ADMINISTRATOR: VA Robert Pauley
Administrator’s report for period 11/01/2015 thru 11/15/2015:
- Street Department, with assistance from the other departments continues Curbside Leaf collection and will continue as leaves and weather permits. Residents are urged to rake leaves to the treelawn to avoid blocking curbs, gutters & ditches.
- Street Department anticipates being able to do a round of street patching 1st week of December, after leaf collection has ceased.
- Water Department, with assistance from other departments repaired 4” water main break (at W&LE RY entrance on Wabash Ave. N).
- Sweetwater project - Hazen & Sawyer awaiting finalization from Kenmore Construction for Change Order #2, as well as awaiting documentation from Kenmore Construction for formal Substantial Completion of the project.
- Electric Department working with Brewster Cheese for transformer installation for sludge storage facility.
- Electric Department, along with Village Solicitor, continues to work with FirstEnergy on acquiring vegetation management/access easements.
- Electric Department - progress continues on the installation of the back-up generator at the Line Shop Annex, Hilscher–Clarke prime contractor.
- Electric Department and seasonal employees are taking advantage of warm weather to put up the holiday decorations.
- Cross-training of wastewater personnel with water department personnel continues as department schedules/workloads allow.
- IT / Networking project – 4 replacement pc’s scheduled to be installed November 18th. BrewsterOhio.com emails are being setup for all departments, as well as for all Council Members for village related email/correspondence. Some emails will change, example brewadmin@sssnet.com will go to BXAdmin@BrewsterOhio.com. A completed update of email addresses will be distributed. As part of the project, a common office suite platform is being established, including office suite licensing for Council Members.
- Participated in AMP Strategic Planning focus group – identifying areas for additional services/support from AMP staff and identifying area of decreased member usage.
Council Member Godwin suggested the seasonal workers cleanup around the park fences. He is concerned with fires. VA Pauley stated that both gentlemen are almost out of hours and are needed for other functions in the Village.
Council Member Hilliard wanted the seasonal workers to know they did a great job and are appreciated.
Council Member Godwin asked what the difference is between a seasonal worker and a part-timer. VA Pauley and Clerk King explained that the seasonal worker can only work for a specified number of days and hours for a particular time frame. Part-time workers can work throughout the year with a limited number of hours.
Council Member Hilliard asked that when the Police Department gets the Drug Drop-off box that it be advertised on the Village's Facebook page, in the newsletter, and on the Village message board.
VILLAGE MAYOR: Mike Schwab
Planning Commission hearing is set for Thursday, November 19 at 7 pm to review the proposed Alternative Energy Systems Zoning language amendment to the Zoning Code.
Proposed Solar Project: Atlas Power, Solar Planet, and AMP each have contacted in Village in past two weeks. Nothing new to report from Atlas or Solar Planet, an AMP representative will be in town on Tuesday to look at the proposed solar field site and also promises to have appropriate cost numbers soon. VA has been in contact with Army Corp.
Mayor has approached the W & LE about a possible purchase of Railroad property by the Village for the siting of a solar field; solely exploratory at this time; awaiting a reply from W & LE management.
Have a request from a Village employee that Council consider allowing Village employees to cash in one week of vacation each year.
The Clerk, VA, and Mayor will be sitting down with Department Heads in the next couple of weeks to touch bases on 2016 departmental budgets. At the same time, we will be working on updates to the Five Year Plans in each Department.
At Mayor’s request:
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to go into executive session at 7:45 p.m. for the purpose of considering the purchase of property for Village purposes since the disclosure at this time, would give an unfair competitive or bargaining advantage to person(s) whose personal, private interest is adverse to the general public interest. The vote: All yes. Invited were the VA, Solicitor, and Mayor.
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to exit executive session at 8:21 p.m. The vote: All yes. No action was taken.
VILLAGE CLERK-TREASURER:Kris King
Fire Department payroll for October comes to $5,530.16.
The responses to American Legal for the codification project have been submitted. I will be sending them the new ordinances quarterly for our annual updates.
Assistant Clerk hours: We had to change the first pay in January to December 31 due to the holiday and our personnel policy. I am requesting Joyce Cunningham be permitted to work up to 50 hours beyond the 1352 hours permitted by the wage ordinance. Council Member Tharp and Council Member Hilliard both had questions concerning the hours.
The Village received a letter from Ohio Criminal Justice Services that Detective Taylor and myself have passed the desk audit for the in-car camera grant.
The Village received a direct deposit for $33,123.75 from ODNR for their portion of the new pavilion as provided by the grant.
Discussed the search for a Santa for the Village Christmas party and the purchase of a Santa suit.
Chief Colucy had left the meeting early for a squad call and asked the Clerk to thank everyone for their support of the Fire Levy.
From County Auditor on 05/26/2015: expected revenue from Fire Levy = $ 108,526 ($20,355.06 in 2014).
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 Utility Meeting Minutes from November 2.
Council Member Godwin reported on the Council of the Whole Parks and Grounds meeting on November 9. The recommendation was to replace the electrical boxes in the park and the sealing of the tennis and basketball courts. Will check the funds in the fall for swings and look into grants for them.
Council Member Tharp reported on the Council of the Whole Insurance Committee meeting earlier this evening. The employee health insurance increase and COBRA coverage was discussed. No recommendations were made and another meeting will be scheduled.
Two interested parties contacted the Village for the vacant Zoning Board of Appeals seat: Ken Damewood of 145 Fourth Street SW and Kris Wilson of 815 McKinley Ave SW.
REMINDER: November 30 at 6:30pm - Council of the Whole - Wages and Benefits
December 7 at 6:00pm - Council of the Whole - Utilities
EXPENDITURE REQUESTS from past Meetings:
None
PENDING PROPOSALS FROM PAST MEETINGS:
Ohio Insurance Services Agency (Brian Savage) offers administration of COBRA program for $650 per year (Council copy on 09/21/2015). Updated cost is $325 per year.
ODNR Natureworks Grant applications deadline is May 1 each year.
Should Village prepare to submit applications for the next Round of Issue II funding due to be submitted in September of 2016?
Mt. Eaton Water connection proposal; Mt Eaton is looking for rate numbers.
Council appointment to Zoning Board of Appeals is needed to fill the existing vacancy; advertising for letters of interest until 3:30pm on November 13.
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 pay the October Fire pay at a cost of $5,530.16 from the Fire Equipment Fund. The vote: All yes.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to permit the Recreation Board to spend up to $1,000 on the Village Children's Christmas party scheduled for December 16th from 6:00 to 7:30 p.m. from the Recreation Fund. The vote: All yes.
Council Member Godwin asked what Council's thoughts were for the employees for the holidays. The employees were given turkeys for Thanksgiving and hams for Christmas in the past. He wanted to know if Council wanted to do this or have a dinner at a restaurant or give a bonus of some sort. Council Member Tharp stated that if Council wishes to do something different they need to start working on it in July.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to purchase the employees turkeys for Thanksgiving and hams for Christmas. The vote: All yes.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER MACKEY to schedule a Council of the Whole meeting to further discuss and decide on the Employee Health Insurance policy and COBRA on November 23rd at 6:30 p.m. Council Member Tharp wished to amend the motion to have a Special Council meeting in order to be able to pass legislation at that time. The second agreed to the amendment. The vote: All yes.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried that Council go into executive session for the purpose of considering discipline of an employee(s) of the Village of Brewster at 8:40 p.m. The vote: All yes. Invited were the VA, Clerk, Mayor, and Solicitor.
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to exit executive session at 9:10 p.m. The vote: All yes. No action was taken.
Council Member Godwin asked who is responsible for appointing the candidate for the vacant Zoning Board of Appeals seat. The Mayor stated it is Council's decision. Council Member Hawk stated interviews would be fairer to the candidates than just picking one.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL EMMBER FOX and motion carried to hold a Special meeting on November 23rd at 7:30 p.m. to interview and appoint a member to the vacant seat on the Zoning Board of Appeals. The vote: All yes. Clerk King was asked to contact the applicants for the Special meeting.
Council Member Mackey asked about the sizes of the Council tables ordered. The Council Member table will be 10 feet long and the Mayor, Solicitor and Clerk's table will be 8 feet long.
Council Member Godwin asked about the Mount Eaton connection. Mayor Schwab stated there was nothing to report and reminded Council of the meeting scheduled on December 7th at 6:00 p.m. is to discuss it further.
There were no "Village Speaks" at this evening's meeting.
There were no "COMMENTS FROM THE AUDIENCE" at this evening's meeting.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to adjourn the meeting at 9:21 p.m.
Respectfully submitted,
Kris King, Village Clerk-Treasurer
Mike Schwab, Maor