February 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.
MEMBERS PRESENT:
VILLAGE OFFICIALS PRESENT:
MINUTES FROM THE FEBRUARY 2, 2015 REGULAR COUNCIL MEETING:
Mayor Mike Schwab asked if there were any additions or deletions to the February 2, 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.
MINUTES FROM THE FEBRUARY 9, 2015 SPECIAL COUNCIL MEETING:
Mayor Mike Schwab asked if there were any additions or deletions to the February 9, 2015 Special Council meeting minutes.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER HILLIARD 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 $ 63,131.51. 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, Cindy Mackey, John Barkan, and Ann-Margaret Lambo.
CONSIDERATION OF ORDINANCES:
ORDINANCE 10-2015: An ordinance modifying the compensation of the mechanic position in the Village Fire Department was given third reading.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to pass the ordinance as read. Council Member Hilliard stated Capt. Murdocco spent a lot of time getting quotes and at least this is something. Council Member Mackey asked Human Resource Consultant John Barkan if he was any closer to getting the organizational structure recommendation for the Fire Department. Mr. Barkan stated he has met with half of the members of the department and plans to meet with the other half this week. Council Member Mackey also asked if this was a new position. Mayor Schwab stated it was an hourly position and the new Chief would like to make it a salaried position. The vote: All yes.
ORDINANCE 11-2015: An ordinance authorizing the Permanent Appropriations for 2015 was given third reading.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to pass the ordinance as read. Council Member Tharp asked if raises were budgeted. Clerk King stated that there was 3% increase included. Council Member Tharp was concerned that there was no money being put in the Street Improvement Fund. Clerk King reminded Council that Mayor Schwab had addressed the levy failure in the State of the Village Address, stressing the need for the passage of a Street Levy. The Street Resurfacing Fund will provide for little more than patching of streets. Council Member Tharp commented that is not a sufficient answer. Council Member Mackey asked how this budget compared to last year's budget. Clerk King explained that with the exception of the Street Improvement Fund, there is a greater carryover this year. The vote: All yes.
Second 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 stated he thinks the Village should go for a new levy instead of a renewal. Council Member Hilliard stated he felt the department needs $150,000 not $54,000 per year that the Fire Levy generated didn't cover the $70,000 fire payroll from last year. Mayor Schwab reminded Council that they just renewed fire service contracts with Sugarcreek and Tuscarawas Townships. Council Member Godwin stated Council needs to be fiscally responsible and not get crazy. There was a discussion on renewal versus replacement versus new Levies. Council Member Mackey stated we need to watch our semantics. VA Pauley stated the replacement would be the same millage just based on current valuations. Council Member Godwin stated we have to keep the Street Improvement Levy in mind too. He also stated that many communities are eliminating the tax credit on income taxes.
Second 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.
Second Reading: Authorize a Contract for rental of Backup Electric Generation Units.
MUNICIPAL DEPARTMENTS:
POLICE DEPARTMENT: Chief Harry Porter
The Police Cruiser (2006 Ford Crown Vic) has been sold to another government entity without bidding.
Officer Taylor is looking into grant funding for School Resource Officer for the Police Department and the Mayor’s Office ; Ohio AG, Fed COPS, & Others. Council Member Tharp asked how much was being requested. The Mayor stated the application is due in May for the 2015-2016 school year.
The Village received a thank you letter concerning assistance from part-time officer Derick Spangler.
VILLAGE SOLICITOR:Attorney John Anthony
Report on Sale of Village T-Line Agreement Draft - He has a few changes and some comments. Discussion would require an executive session but he didn't feel it is necessary at this point.
COMMUNICATIONS:
Earth & Wood Letter: Yard Waste services. They are discussing charging $100 per load. Last year there were 59 loads hauled from the Village. Recycling District Director David Held is working toward maintaining services at no cost.
Stark Co. Health Department Commissioner Norris: No truth to the rumor that the department plans to significantly increase each subdivision’s cost in 2016. Last year the Village paid $8,126.
Community Development Block Grant Program (CDBG) information: Council copy of map and program description. The program is administrated in three year blocks and we are in the third year. Mayor Schwab feels we are missing out by not applying and asked Council for suggestions for potential projects.
VILLAGE ADMINISTRATOR:VA Robert Pauley
Administrator’s report for period 01/20/2015 thru 02/13/2015:
- With Mayor and Clerk Treasurer completed review of proposals to accept on-line, as well as in-office credit card payment and allow for auto-deduct (ACH) payment for utility bills. I would request that a Utility Committee worksession be scheduled for discussion and consideration of implementation.
- Completed review of GIS / Asset Management programs from RCAP, ADR Engineers, Poggemeyer Design Group and OTCO (Operator Training Committee of Ohio) for Streets including stormsewer and all Utilities. I would request that a Utility Committee worksession be scheduled for discussion and consideration of implementation.
- Sweetwater pump station project, next progress meeting scheduled for February 19th.
- Received request from business owner at 217 Wabash Ave. S (Tattered & Worn) to consider parking stall parking on the west side of Wabash Ave. S. I would recommend that this be referred to the Streets & Sidewalk Committee for consideration.
- Bids regarding the sale of approximately 1.5 miles of Electric Transmission Lines (69kV) with associated material, appurtenances and associated easements and the results were opened and publicly read on February 13, 2015 (formal recommendation attached).I would recommend that Council accept the bid of $326,536.00 from FirstEnergy, an Ohio Corporation with business address of 76 South Main St., Akron, OH 44308. I would further recommend that the Village Solicitor be directed to prepare the necessary legislation and purchase agreement for the sale of this asset.
- Bid specifications were developed and legal advertisement for the rental of standby electric generators to provide for up to 8MW of backup power to maintain service to the village’s 12.47kV distribution system during proposed 69kV transmission line construction work has been completed. Legal advertisement is to be accomplished on February 12, 2015 and February 19, 2015. Sealed bids will be opened and publicly read at 11:00 a.m. on March 5, 2015, with tabulation and recommendation to council for consideration of action at the March 16, 2015 council session.
- Received phased (3) proposal from Precision Concrete Cutting (SafeSidewalks) for continuation of trip hazard removal. Phase 1 – Main St. $2,332.75, Phase 2 – SW 2nd St. $2,199.06, Phase 3 – SE 2nd St. $3,439.06. Total $7,970.87 I would recommend that this sidewalk program be included in the FY 2015 budget and program begin in early spring.
Council Member Hawk asked if the Harmon Substation changeover was still on for April 25th? VA Pauley stated it was.
Council Member Mackey wanted to know what the status was between FirstEnergy and Didado on the changeover. VA Pauley stated they had a meeting Thursday and Friday last week as well as today. We should have more info later this week. VA Pauley went on to discuss the wire that would be required for the connection of the step-up generators for the substation. The original quote for wire was for $31,000.
Council Member Hilliard asked if there would be a fee for credit cards payments in the utility office. VA Pauley stated there were convenience fees. All the information will be presented at a later date.
Council Member Hilliard stated he thought the cutting of the sidewalks was a pilot program and he wanted to wait until spring to see how it held up through the winter months before proceeding any further. He asked where the funds would come from. Mayor Schwab stated that is what the Sidewalk Fund was created for.
VILLAGE MAYOR: Mike Schwab
Council Letter of Appreciation to Brewster US Post Office and Council letter of Appreciation to the Brewster Faith United Church, both need Council signatures.
Council Letter of Appreciation to Police Officer Nathan Taylor for successful grant writing.
Walker litigation pre-trial is scheduled for February 17, 2015 and the trial is scheduled for March 16, 2015. Both will be in County Court.
Mayor contacted Wichert Insurance about appropriate coverage for proposed electric outage. Tom Wichert is researching what is appropriate and available.
Mayor provided an updated Village Government contact list draft.
Mayor provided an extensive 2015 To Do list and applicable requests of actions by Council.
Council Member Tharp brought up a discussion from the last Council meeting he attended concerning returning all of Officer Rossiter's sick and vacation time used after her administrative leave expired. Mayor Schwab suggested that this should be discussed in executive session.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to go into executive session for the purpose of considering the compensation of an employee of the Village of Brewster at 8:01pm. The vote: All yes.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to close executive session at 8:20pm. The vote: All yes.
FIRE DEPARTMENT: Chief Chris Colucy (arrived at 8:15pm)
Vehicle 151 (1993 Fire Pumper) is at Sutphen in Columbus. They were able to fix the transfer case. They are looking at other issues.
Ohio Budget & Management, Ohio Shared Services Division: Proposal for EMS delinquent billing collections for nonresidents (Solicitor asked to review draft agreement). This is a pilot program for this State agency and could possibly be used for delinquent municipal Income Tax and Utilities by the Village. The Mayor will provide Council with more info as the project evolves.
Chief Colucy stated the railroad will be burning 1,000 gallons of butane tomorrow.
Council Member Tharp told Chief Colucy that Council was discussing the fire levy earlier in the meeting. He wanted to know how the Chief felt about a replacement levy instead of a renewal. Chief Colucy stated that it needed to be replaced. Clerk King had provided the years the valuations levy's were based as 1981 and 1991 earlier in the meeting. Chief Colucy thought it would be a good idea to hold some town hall meetings to inform the residents as to why this was needed. He stated that the fireman could even go door to door and talk to residents. The cost of refurbishing or replacing vehicle #151 could be shown to the residents.
Council Member Tharp stated he had asked for a copy of the insurance rider from the Oktoberfest last year and never received it. He stated the other issue coming up was the ordinance that prohibits alcohol in the park. Chief Colucy was asked how the other communities do it? Chris Colucy stated Canton has the Rib Burn-off and Massillon has the car show and both have alcohol sales. He also felt the department was treated unfairly by Wichert Insurance last year at festival time. Council Member Tharp wants Chief Colucy to have the insurance information for the next meeting. Council Member Godwin suggested having Wichert Insurance here for the meeting. Chief Colucy stated that the quote will cover everything - parade, fireworks, food, etc., not just the beer sales.
VILLAGE CLERK-TREASURER:Kris King
Check register for tonight's meeting provided for Council's signatures.
January Firemen's pay = $5,703.55.
Working on the new State Filing System for our annual financial statement.
The ad for the Income Tax Amnesty has been submitted to the Independent and the Far Corner. The amnesty period runs from March 1st through April 15th. Fines and penalties can be avoided if prior years taxes are paid within this time period. Payment plans can also be made.
I've scheduled the Drug-Free Safety Program training sessions for May 5th. There will be a morning session and an evening session to ensure that all employees have the opportunity to attend this mandatory training session. I'm currently reviewing our action plan through the BWC to make sure we are making every effort to keep our costs as low as possible. I've started participating in BWC's webinars and plan to attend the Safety Congress. This will meet the Village's requirement for annual training hours.
Council Member Tharp asked about getting rooms for the Auditor's Conference. Clerk King stated she had taken care of all the rooms.
Council Member Hilliard questioned how for back the amnesty would go. Mayor Schwab stated he thought Tax Administrator Hartman stated five years. A listing of the delinquent tax payers was discussed.
VILLAGE SPEAKS: Communications to Council Members from Village residents
Council Member Godwin stated the Fairless High School Soccer Association would like to use Fields 5 & 6 for practice starting mid July and have a tournament in August. Mayor Schwab asked that they submit a letter with definite dates.
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 of the Whole Work Session was held at 6 pm this evening. Council Member Mackey said the purpose of the meeting was to discuss a proposal for modifying the Council rules.
Minutes from the Utility Meeting of 02/02/2015 were provided by the Village Clerk-Treasurer.
REMINDER: Parks & Grounds Work Session 03/02/2015 at 6 pm
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 the Village Administrator.
From FD Chief & Mayor – Creation of a nonpaying Lieutenant position in FD.
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 have an ordinance prepared for the sale of the T-Line and declare it an emergency. The vote: All yes.
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to schedule a Utility Committee work session on March 16th at 6:00 PM. The vote: All yes.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to schedule a Streets/Sidewalk Committee meeting to discuss painting parking spaces on the west side of Wabash on the 200 block. The vote: All yes.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to pay the firemen's pay of $5,703.55 from the Fire Equipment Fund. The vote: All yes.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to have the Village Administrator to meet with Superintendent Pepper and get a quote for engineering the waterline replacement on Wabash Ave. from First Street to the Railroad entrance. The vote: All yes.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to adjourn the meeting at 8:53pm.
Respectfully submitted,
K. Kris King, Village Clerk-Treasurer
Mike Schwab, Mayor