May 18, 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
Dale Fox, Council Member Dave Godwin, Council Member
Chuck Hawk, Council Member Tom Hilliard, Council Member
Paul Mackey, Council Member Steven Tharp, Jr., Council Member
John Anthony, Village Solicitor Chris Colucy, Fire Chief
K. Kris King, Clerk-Treasurer Rob Pauley, Village Administrator
MINUTES FROM THE MAY 4, 2015 REGULAR COUNCIL MEETING:
Mayor Mike Schwab asked if there were any additions or deletions to the May 4, 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 $251,570.05. The vote: All yes.
Council Member Tharp voiced a concern about a reimbursement check for part-time Officer Kylee Simmons for working a marathon in Perry Township.
Council Member Hilliard felt the Village paid too much for the 55 yards of playground mulch. He thought the Village should not have it delivered but pick it up in one of the Village trucks. He also was concerned about the cost of parts for the mowers since one of the mowers is brand new.
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:
ORDINANCE 15-2015: An ordinance authorizing the creation of a non-paid Lieutenant position in Fire Department was given third reading.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to pass Ordinance 15-2015 as read. The vote: All yes.
RESOLUTION 16-2015: A resolution approving placing a 4 mill Replacement Fire Levy on the November 3rd Ballot was given third reading.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to pass Resolution 16-2015 as read. The vote: All yes.
RESOLUTION 17-2015: A resolution approving a Request to the County Auditor to Certify Property Valuations for a 4 mill Replacement Fire Levy was given third reading.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to pass Resolution 17-2015 as read. The vote: All yes.
First Reading: An ordinance authorizing the modification of General Fund Transfers. Council Member Tharp would like to see the Street Resurfacing Fund amount increased from $5,000 a quarter to $7,500 a quarter. He requested Clerk King to prepare an estimate of the year-end balance of the General Fund.
MUNICIPAL DEPARTMENTS:
FIRE DEPARTMENT:Chief Chris Colucy
Mayor Schwab and Chief Colucy are recommending designating Jen Mohler as EMS Billing Coordinator for Medicare & Insurance purposes; Ordinance 62-2005 that established position states the full time paramedic “will handle billing documentation”. Ohio Billing would like to see that title used. Right now she uses Paramedic as her title.
Brewster FD will be hosting the Stark County Firefighter’s annual Firefighter Memorial Service on October 10th at Brewster Friends Church; a parade using the same route as the Firemen's Festival parade route will precede the service. It will be all fire vehicles.
Pumper 151 is back. There will be more testing before it is put back into service.
The Village ranked below the funding cutoff for the turnout gear grant. The department will need five sets of pants and coats this year. It will cost between $8,500 and $9,000 total. Council Member Tharp asked if it was in the budget for this year. Clerk-Treasurer King stated they were part of the budget items discussed when the budget was prepared. Chief Colucy stated that four or five more sets would have to ordered next year also.
Chief Colucy stated there were grants available for emergency pre-emption light systems that were discussed at the last meeting. He is going to look into the grants. He stated the light system cost varies from $4,000 to $20,000 depending on what you are looking for.
Council Member Hilliard told Chief Colucy that now that the legislation for the fire levy has passed, he will be looking to the Fire Department for help in promoting it. Chief Colucy said to let them get through the festival then they will be on board.
Council Member Fox stated Knox Box's were discussed last February and many other times over the last four years for the Wandle House. He feels the Police Department should have a key to the building in case of tornadoes. This is especially true during the festival with all the people staying in campers along with the residents of the trailer park. There also needs to be a sign showing the building as a designated tornado shelter.
Chief Colucy would like to see two signs put up on Wabash showing where the Fire Department is located. He would like to see one half a block north and south of the station.
POLICE DEPARTMENT: Chief Harry Porter(absent)
Monthly Financial Statement to Council - $ 530.50 in fines & report copies.
Captain Keith Creter is attending Firearms Instructor Training at Portage Co. Sheriff’s Office this week & last. He will then be able to provide training for our department.
VILLAGE SOLICITOR:Attorney John Anthony
Solicitor Anthony requested Council to go into executive session to discuss a dispute involving the Village that is subject to pending or imminent court action.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to go into executive session to discuss a dispute involving the Village that is subject to pending or imminent court action at 7:31PM. The vote: All yes.
Council, the Solicitor, HR Consultant John Barkan and the Mayor went into executive session.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to exit executive session at 7:42PM. The vote: All yes. No action was taken.
Solicitor Anthony stated there were some slight errors in the easement documents from W&LE Railway he tried to record at the Stark County Recorders Office. They are holding them for the corrections.
COMMUNICATIONS:
Don Smith Auto Parts – NAPA will hold a Grand Opening on May 30th from 10 am – 2 pm.
Invitation: Stark Parks Annual Chicken Dinner Fund Raiser June 18 from 6 -10 pm at the Hoover Dance Hall in N. Canton; $ 75 a couple, $ 50 single, $ 100 family
AMP Solar Project Subscription – Phase II: VA Pauley explained that this is a distributed generation "behind the meter" project. He would like to invite a representative from AMP to explain it at a June Council meeting. Part of this project would involve the Village hosting a 1/2 acre solar site. VA Pauley would like Council to consider this. Project subscription is due by the end of July.
VILLAGE ADMINISTRATOR:VA Robert Pauley
Administrator's Report for period 05/02/2015 thru 05/14/2015:
- Street Department reports the Recycle Center Garage door addition project had rough framing inspection last week, final electrical inspection scheduled for this week, drainage work complete, replacement signage ordered, Street Department to have concrete pad poured.
- Repairs to T-swing (ADA compliant installed in playground area east at Bimeler Park) completed by Street Department personnel. Possible design flaws.
- Second scheduled street sweeping (Reilly Sweeps) is May 19th - weather permitting. Third sweep is scheduled for June 30th - weather permitting.
- Sweetwater pump station project, next progress meeting scheduled for June 17, 2015. Prime contractor to submit summary of change orders by May 22, along with justification for additional extension of contract request. Anticipated project completion, with initial allowances for severe weather delays, is June 11, 2015. We have granted 21 days, asking for another 60 days.
- With Utility Office and Clerk'-Treasurer's Office, working with F&E Payment Pros and Government Accounting Solutions (GAS) to finalize user interface/access point for online utility bills payments and auto-debit option for utility bills.
- Attended AMP Finance and Accounting subcommittee meeting in Oberlin. Forwarded marketing information for the AMP - Solar Phase 2 Project. I would recommend that an AMP Representative give a presentation to Council on this project.
- Frontier Gazebo (Mt Hope Fence) indicating latter part of June to begin the Bimeler Park Pavilion/Gazebo Project construction. Support will be needed from the Street Department and Electric Department for this construction project.
- Property maintenance (including grass/weed/litter) in full swing. Currently investigating/follow-up on 13 complaints. The majority are foreclosure and walk-away's. The hardest part is getting the home owners to acknowledge the letters sent.
Council Member Tharp brought up two properties that had high grass: 428 Wabash Ave. S and a house on the south side of East 4th Street.
Council Member Godwin brought up the little yellow house on East Harmon that needs mowed.
Council Member Tharp reported he had been contacted concerning issues at the Frisbee Golf Course. The take-off pads need redone. They suggested asphalt instead of gravel. Some of the trees need trimmed. Basket #3 is gone and needs to be replaced.
Council Member Tharp had a request from a resident on Dartmouth for a "Children at Play" sign on Dartmouth Street. Council Member Mackey reported on the situation there. Council Member Mackey stated a resident from the neighborhood had been in to see him.
Council Member Hilliard wished to thank the Village for getting the swing fixed in the park so quickly.
Council Member Hilliard asked if the "No Dumping" signs had been installed for the north side area where residents have been dumping yard waste. VA Pauley indicated the signs were on order.
Council Member Hilliard stated that Jay Huff had been in attendance in the Council of The Whole worksession because he received an 11 cent penalty on his utility bill. VA Pauley reported he researched it and it was an anomaly in the system.
Council Member Godwin asked the VA to get prices for a new six swing set for the park. VA Pauley stated a representative from Game Time had been in today and said Council Member Godwin was welcome to go through the catalog. The representative stated that there were 12 foot chains available. Mayor Schwab stated that because of the age of the current set, he was concerned about metal fatigue. Safety zones were touched upon. The higher the swing, the larger the required safety zone.
Council Member Hawk asked what qualifies a grass violation. VA Pauley stated eight inches high grass qualified a resident to get a violation letter. Once it is eight inches, the resident is notified with a certified letter and has five days to comply. Council Member Hilliard asked if the Village charges for the mowing. Clerk-Treasurer King stated they are billed then assessed if not paid.
Council Member Hilliard asked the status of the quotes for the waterline that goes through the underpass. VA Pauley is waiting for a call back.
Council Member Godwin asked Solicitor Anthony if the Village published the Ordinance stating that home owners had to keep the grass below eight inches would that be sufficient. Solicitor Anthony stated that home owners had to be notified individually.
VILLAGE MAYOR: Mike Schwab
Letters of Appreciation to Five Star Power Washing and the L&J Drive-Thru presented to council for their signatures.
The Mayor provided a handout for the removal of old twelve foot pipe swings. This was a similar suggestion from 08/2014. He recommends the removal and planning for replacement of similar equipment by exploring grants.
Handout: Recent water hydrant pressure tests by Water Department from April 6 & 8, good representative measure of water pressures throughout Village.
Employee Sick Leave Bank: For the June 18 Council Meeting: will have a draft of a Village policy for Council’s consideration to add to Employee Handbook.
VILLAGE CLERK-TREASURER:Kris King
Check register for tonight's meeting provided for Council's signatures.
Fire Department pay for April is $6,692.50.
Clerk-Treasurer King asked Council if they wanted Volunteer Worker's Compensation waivers signed for festival volunteers?
Council Member Tharp asked if she had checked with the State Auditors if a Economic Development Fund could be created for money to use in the Economic Development in the Village. She had not, but will.
"VILLAGE SPEAKS"
Council Member Tharp had a resident that wished to thank the Police Department for a very thorough investigation over a neighborhood concern.
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
Finance Committee Work Session Minutes from May 4, 2015
Council Member Mackey reported on the Council of the Whole meeting earlier this evening. Pretty much everything has been hashed out for the updates to the Rules of Council except there needs to be more work on the committee guidelines. He will schedule another worksession under old/new business.
REMINDER: Firemen’s Festival May 27 – 30 Parade on May 28
Council of the Whole Work Session - June 1 at 6 pm
Park & Grounds Work Session – June 18 at 6:30 pm
Brewster Garage Sales August 14 & 15
PROPOSALS PENDING:
1. From Councilman Mackey – Update of Council Rules
2. From Council: Review of Employee Wage/Structure pending Consultant John Barkan’s work
3. From Councilman Hilliard: Review of Village Official Salaries
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
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)
8. From Mayor – In-house review of Water Rates to position utility for future infrastructure needs
9. From Chief Porter - F.T. Police Officer Cell Phone reimbursements
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
12. From Chief Colucy: Use of siren only as a tornado warning & electronics to put traffic signals on red
Council Member Hilliard stated he has reviewed the Elected Officials salaries and provided a listing of communities of similar size and their salaries. He would like to raise Brewster's salaries to the average of these communities. He stated Brewster is well below the average in Council, Village Clerk-Treasurer and Mayor salaries.
OLD or NEW BUSINESS:(Council Rules dictate a one meeting review period for expenditures, unless deemed an emergency)
COUNCIL MEMBER MACKEY MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to schedule a Council of the Whole worksession to finish the Rules of Council on June 8th at 6 p.m. The vote: All yes.
COUNCIL MEMBER MACKEY MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to schedule a Records Commission meeting on June 1st at 6:55 p.m. The vote: All yes.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to pay the firemen at a cost of $6,692.50 from the Fire Equipment Fund. The vote: All yes.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to appoint the Full-Time Paramedic as the EMS Billing Coordinator. The vote: All yes.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to schedule a Council of the Whole Finance worksession to discuss Elected Officials salaries on June 15th at 6:00 p.m. The vote: All yes.
COUNCIL MEMBER MACKEY MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to schedule a Council of the Whole Finance worksession to discuss employee raises on July 6th at 6:00 p.m. Council Member Tharp asked HR Consultant John Barkan if he would have the job descriptions completed by then. Council Member Hilliard asked if he had comparisons from similar communities as he had prepared for the Elected Officials. HR Consultant Barkan stated he is using the same Ohio Municipal League Salary Survey as Council Member Hilliard had used to gather Elected Officials salaries. He also stated he would have the job descriptions prepared by then. The vote: All yes.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to have an ordinance drawn up for increases for the Elected Officials including the Clerk-Treasurer salary increases for years beginning 2016-17-18-19, Mayor with the term beginning 2016, and the Council with the term beginning 2016. The vote: Mackey, yes; Tharp, no; Fox, yes; Godwin, Yes; Hawk, yes; Hilliard, yes.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER MACKEY to require all volunteers to fill out BWC waivers for the Firemen's Festival in order to participate. Council Member Tharp asked if this would be an issue. Chief Colucy stated there will be a lot of people that will have issues. HR Consultant Barkan stated anyone that will not sign should be prohibited to volunteer. Council Member Tharp stated there should be a more appropriate form. Mayor Schwab asked Solicitor Anthony how the Village can distance itself from the Firemen's Association for legal and liability purposes. Solicitor Anthony stated it can't. Council Member Hawk suggested to give Chief Colucy a break and work on this for next year. Council Member Mackey says at least the employees should sign and deal with the rest next year.
COUNCIL MEMBER MACKEY MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to amend the motion to require all Village employees volunteering at the Firemen's Festival including the Volunteer Firemen to sign the waiver. The vote: All yes.
The vote on the motion as amended: All yes.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to adjourn the meeting at 9:10 p.m.
Respectfully submitted,
K. Kris King, Village Clerk-Treasurer
Mike Schwab, Mayor