December 7, 2016 - 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
Kris King followed by the Pledge of Allegiance.
MEMBERS PRESENT:
VILLAGE OFFICIALS/EMPLOYEES PRESENT:
MINUTES FROM THE NOVEMBER 16, 2015 REGULAR COUNCIL MEETING:
Mayor Mike Schwab asked if there were any additions or deletions to the November 16, 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.
MINUTES FROM THE NOVEMBER 23, 2015 SPECIAL (6:30) COUNCIL MEETING:
Mayor Mike Schwab asked if there were any additions or deletions to the November 23, 2015 Special Council meeting minutes held at 6:30 p.m.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to accept the minutes as presented. The vote: All yes.
MINUTES FROM THE NOVEMBER 23, 2015 SPECIAL (7:30) COUNCIL MEETING:
Mayor Mike Schwab asked if there were any additions or deletions to the November 23, 2015 Special Council meeting minutes held at 7:30 p.m.
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 GODWIN MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to accept the bills for the amount of $261,148.60. 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: Cindy Mackey and John Barkan.
GUESTS:
David Dwyer of American Renewable Energy and Power, LLC, provided a 20 minute presentation on solar power. He discussed the benefits of Solar Power and Energy Storage System for Brewster. He explained the saving and revenue along with the scope of the project. He talked about the Village of Minster and the project his company had completed for their community.
CONSIDERATION OF ORDINANCES:
ORDINANCE 48-2015: An Ordinance Authorizing the Sale of Unneeded Village Property on the Internet was given third reading.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to pass the ordinance as read. Council Member Tharp asked if this was passed for a particular piece of equipment. Mayor Schwab stated it was for any unneeded village property and equipment to be disposed of in 2016. The vote: All yes.
ORDINANCE 49-2015: An Ordinance Authorizing a Two Year Agreement with LOGIC/RED Center for Providing Dispatching Services for the Village Fire Department & the Village Police Department was given third reading.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to pass the ordinance as read. The vote: All yes.
Second Reading: Authorize Sweetwater Pump Station Project Change Order #2.
Second Reading: Authorize Transfer of Funds from General Fund.
Second Reading: Authorize Amending Ordinance 11-2015 for Supplemental Transfers in 2015.
Second Reading: Authorize Temporary Appropriations for 2016.
Second Reading: Authorize the Amendment & Appropriation of $ 49,500 to General and Sidewalk Capital Improvement Funds.
Second Reading: Authorize a Contract to Provide Fire/Ambulance service to Tuscarawas Township for 2016-2018.
MUNICIPAL DEPARTMENTS:
FIRE DEPARTMENT: Chief Chris Colucy
From Chief Colucy – a request from Paramedic Scott Borojevich for reimbursement of $3795.50 in tuition paid for Paramedic school he completed several years ago; in the past medics signed an agreement for 3 years of service with the Village.
From Asst. Chief Mohler – An Emergency Medical Patient Information Form has been placed on Village Web Site; area residents are being asked to complete and have available in case of emergency. Council Member Godwin thanked Asst. Chief Mohler for being pro-active.
Tuscarawas Township Trustees have approved a contract for fire and ambulance services with the village and it will be presented to Council in the near future for their approval.
Chief Colucy is requesting David Wright be appointed as a probationary firefighter pending a successful drug screen, physical, and background check.
There will be FEMA grants available for application starting December 15th and running through January 16th with the awards coming out in June 2016.
The Volunteer Firefighter’s Association has 75 free smoke detectors available for residents at the fire station.
POLICE DEPARTMENT: Chief Harry Porter (excused)
Recent traffic stop by Patrolman Momirov involved Homeland Security and FBI.
All Officers will receive Narcan training on December 10th.
Patrolman Truman visited with Northwest Schools’ School Resource Officer on December 2nd to review their SRO procedures.
Prescription Drug Drop-off Box at the Police Department is available for residents’ use.
A Home Security Checklist created by Captain Creter has been added to Village Web Site. Residents can request an officer to review it with them.
November Police Report has been emailed by Captain Creter for Council review.
VILLAGE SOLICITOR:Attorney John Anthony
Mayor Schwab has requested the Solicitor to provide a brief Legal 101 seminar at Council meetings in 2016.
Solicitor Anthony reported that all but one vegetation management easement has been executed and recorded.
White vs. King was discussed. It was a case that involved open meetings and public records.
Solicitor Anthony described a Law Seminar that was being held in February that would be covering some zoning and open records sessions.
COMMUNICATIONS:
Columbia Gas: Made application to the PUCO to recover their investments in an infrastructure replacement program; pending a residential IRP Rider of $ 1.21/month and a residential Demand
Side Rider of $ 0.37/month to fund Columbia’s residential energy savings programs.
Fairless Youth Basketball Donation Application is requesting a $500 donation.
From Fairless Food Cupboard Director Denny Brahler – A thank you card.
VILLAGE ADMINISTRATOR: VA Robert Pauley (excused)
Administrator’s report for period 11/16/2015 thru 12/06/2015:
- Curbside Christmas tree pick up will begin Monday December 28 and run thru Friday January 15. Residents are asked to remove any lights, tree stands and ornaments from the trees. Residents may drop off Christmas Trees at the yard waste / recycling center.
- VA, Utility staff, and Clerk-Treasurer met with RCAP staff regarding water rate review information. RCAP program coordinator, Ms. Sherry Loos, is able to do a rate setting 101 presentation for council. I would ask that a Committee of the Whole utility worksession be scheduled for Monday, January 11, 2016 at 6:30 p.m. for this rate setting 101 presentation. RCAP personnel will present the rate setting recommendation (from the study) at the January 18th regular Council session.
- As most of the information that would be needed for wastewater (sewer) rate review has been collected for the water rate review, I asked that RCAP do a wastewater (sewer) review at the same time. RCAP personnel tentatively scheduled for December 14 or 15th to review wastewater specific information. RCAP is forwarding to me the amended water rate review service proposal – wastewater (sewer) review is anticipated to be an additional $4,000 (water rate review only is $6,000)
- Water department and Wastewater department, with assistance from other departments will be making the sanitary sewer and water taps for the new home on Cleveland Ave SE this week (weather permitting).
- Sweetwater pump station project, Hazen & Sawyer awaiting final cost for Change Order #2, as well as notice of substantial completion from Kenmore Construction.
- Electric Line Shop Annex backup generator project progressing well, awaiting delivery of generator the 2nd week of January.
- Electric Contingency plan (previously submitted to mayor & council August 17) currently legislation has been tabled – amount of compensate for on-call pay for affected employees.
- On-line payments – awaiting F&E Payments to coordinate with GAS (utility software package) for download info-packet. Clerk Treasurer can brief on ACH – auto-deduct package.
- McKinley backbone circuit rebuild set to advertise December 22 and 29, bid opening January 20, 2016, recommendation to council on February 1, 2016. Mobilization of contractor beginning February 8, 2016 and construction to begin February 29, 2016 and completion by July 1, 2016. For this aggressive schedule I would ask that legislation to be prepared for award of contract with adoption by emergency measure. This would allow for construction to be done prior to the summer electric high-usage period (1CP and 5CP peaks typically occur in July) during the air conditioning season.
- Reminder – the winter snow parking ban is in effect when snow depth is 3” or more. No on-street parking at that time.
Council Member Hilliard asked why the McKinley Line Rebuild was being contracted out. He thought the Village Electric Dept. was doing the work. Mayor Schwab stated the contractors would be able to do the work without several power outages that would occur if performed by Village employees.
Council Member Hilliard stated a decision needs to be made on the electric contingency plan.
VILLAGE MAYOR: Mike Schwab
Planning Commission met on November 19 to review the proposed Alternative Energy Systems Zoning language amendment to the Zoning Code. Very productive meeting and using the VA’s background in alternative energy several suggestions were offered to modify the proposal
- The draft is being modified accordingly and the PC is scheduled to meet again on January 7, 2016 to continue the review.
Proposed Solar Project:
- AMP has provided 11/20 Solar Phase II Update – 26 AMP municipals have expressed an interest in hosting a solar field site; still lacking concrete financial numbers; email from VA today states that AMP may have something by Christmas.
- We met with a Rep of American Renewable Energy & Power (Mr. Dwyer); to provide financial numbers this evening.
- We met with W & LE about a potential solar field site on Railroad Property. They declined at this time.
- Mayor met with owner of potential solar field site and tendered Council’s offer to purchase 12 acres pending a Village contract with a solar investor/ contractor.
The Mayor has asked the VA to explore the purchase of Water Dept.’s 2002 Dodge 2500 4WD pick-up by the Street Dept. and the purchase of the Fire Association’s 2014 Dodge 2500 Ram Quad Cab 4WD pick-up by the Water Dept. I believe the purchase of the Water Dept. Dodge by Street will save precious Street Equipment Fund dollars and provide Water with a newer Pick Up a year earlier than planned.
Council received the Mayor’s recommendation for Mt Eaton Water Supply Proposal at the earlier Council of the Whole Committee Meeting.
Clerk King, VA Pauley, and Mayor Schwab 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.
VILLAGE CLERK-TREASURER:Kris King
Financial reports for November have been put in Councils' mailboxes.
FirstEnergy has requested an invoice for the work the Village performed on their behalf on the easements on the 69kV transmission line. The total for work to date is nearly $160,000. We should receive payment for this before the first of the year.
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. She also worked extra hours to help complete the codifications along with Tammy and Dorothy. There is a lot of work to closing the year and preparing for 2016. I would appreciate Council considering this request.
Year-End Legislation:
Working towards completion of the following projects:
Projects still midstream:
Projects for near future:
November Fire pay = $ 4,539.30.
Resolution for the Village to use PNC Capital Markets for some investments.
Request Council to have a Permanent Appropriations Ordinance drawn up for next meeting.
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 Meeting was held on November 30 to discuss employee wages & benefits.
Council of the Whole Meeting was held tonight to discuss the proposed sale of bulk water to Mt.
- Council Member Fox reported that the cost of running 3-phase electric to a proposed pump station was also discussed.
EXPENDITURE REQUESTS from past Meetings:
None
PENDING PROPOSALS FROM PAST MEETINGS:
ODNR Natureworks Grant applications deadline is May 1 each year.
Municipal Road Fund applications will be accepted until 01/31/2016; Mayor suggests application for repaving Elton Street SW = $88,575.
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.
OLD or NEW BUSINESS: (Council Rules dictate a one meeting review period for expenditures, unless deemed an emergency)
Mayor Schwab respectfully suggests –
COUNCIL MEMBER MACKEY MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to schedule a Council of the Whole meeting on Monday, January 11th, 2016 at 6:30 p.m. for RCAP to provide an educational session on water and wastewater rate setting. The vote: All yes.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to prepare a Municipal Road Fund application for repaving Elton St. SW at a cost of $88,575. The vote: All yes.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion passed to pay the firemen’s pay of $4,539.30 out of the Fire Fund. The vote: All yes.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to permit Asst. Clerk Joyce Cunningham to work up to an additional 50 hours beyond the 1352 hours permitted in 2015. The vote: All yes.
COUNCIL MEMBER MACKEY MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to draw up an ordinance for permanent appropriations for 2016. The vote: All yes.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to draw up a resolution that permits the Clerk to use PNC Capital Markets for investments. The vote: All yes.
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to have the Mayor present a proposal to Mt. Eaton for bulk water that included a $5.42 capital charge per hookup and $2.05 per 1,000 gallon charge. The vote: All yes.
Council Member Tharp suggested Council suspend the rules requiring waiting one meeting before expending funds on a request and pay Scott Borojevich for his paramedic training. Council Member Hilliard stated if he has waited seven years, what’s one more meeting?
COUNCIL MEMBER MACKEY MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to hold a Committee of the Whole meeting to discuss employee wages on January 25th at 6:30 p.m. The vote: All yes.
Council Member Mackey stated Council needs to start looking into a 1/2% income tax increase for the General Fund to support the Police and Street Departments. He stated it is time to seriously consider looking into it. Brewster has one of the lowest income taxes in Stark County. He is willing to give a call to a gentleman from Hudson that he heard speak at a seminar and talk to him to get ideas on where to begin. Councilmen Hawk and Godwin strongly agree. Council Member Hawk stated this was a way to ask the resident to help keep our community going.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER MACKEY and motion carried to donate $500 to the Fairless Youth Basketball Association. The vote: All yes.
"Village Speaks":
Council Member Hilliard stated Ken and Darlene Reed wished to thank Supt. Maybaugh, Supt. Pepper, and Village Tech. Jim Spivey for their quick response to a sewer backup on the day after Thanksgiving. Even though it was a Village holiday, they responded in 16 minutes.
There were no "COMMENTS FROM THE AUDIENCE" at this evening's meeting.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to adjourn the meeting at 8:40 p.m.
Respectfully submitted,
Kris King, Village Clerk-Treasurer
Mike Schwab, Mayor