November 16, 2020 - Meeting Minutes
MINUTES
BREWSTER VILLAGE COUNCIL
NOVEMBER 16, 2020
7:00 P.M.
Due to the COVID-19, this meeting was permitted by Sub.H.B.197 to be held through a conference call. Notification was sent to the Massillon Independent, The Far Corner, posted on the front doors, and posted on the BrewsterOhio.com website.
Brewster Village Council met in regular session with Mayor Chuck Hawk presiding.
7:00 P.M. – CALL TO ORDER
COUNCIL MEMBER SCHWAB moved, SECONDED BY COUNCIL MEMBER HESS and motion carried to excuse Council Member Long from tonight’s meeting. The vote: All yes.
Council Members bowed their heads for the invocation provided by Clerk-Treasurer
Kris King followed by the Pledge of Allegiance to the flag.
MEMBERS PRESENT:
Charles Hawk, Mayor
Dale Fox, Council Member Andrew Hess, Council Member
Thomas Hilliard, Council Member Sydney Radich, Council Member
Mike Schwab, Council Member
VILLAGE OFFICIALS:
John Anthony, Solicitor Kris King, Clerk-Treasurer
Michael L Miller, Village Administrator
MINUTES FROM THE NOVEMBER 2, 2020 REGULAR COUNCIL MEETING:
Mayor Chuck Hawk asked if there were any additions or deletions to the November 2, 2020 Council meeting minutes.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to approve the minutes as read. The Vote: all yes.
PRESENTATION OF BILLS:
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carried to accept the bills in the amount of $159,327.18. The vote: All yes.
AUDIENCE:
Fire Chief Chris Colucy and Police Chief Keith Creter was also present.
PRESENTATION OF GUESTS:
There were no guests.
CONSIDERATION OF ORDINANCES: Titles of each read by Solicitor John Anthony
ORDINANCE 66 – 2020: An ordinance amending Ordinance 93 – 2017 to adjust the compensation of Village Employees for 2021 was given third reading.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve the ordinance as presented. The vote: Radich, yes; Schwab, yes; Fox, yes; Hess, no; Hilliard, no. Motion passes 3 to 2.
ORDINANCE 67 – 2020: An ordinance employing Attorney John F. Anthony as Village Solicitor from January 1, 2021 – December 31, 2022 was given third reading.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carried to approve the ordinance as presented. The vote: All yes. Council Member Hilliard stated that Solicitor Anthony is doing a superior job.
ORDINANCE 68 – 2020: An ordinance authorizing a May 2020 Ballot Issue to renew the Village .2% for Police and .3% for Streets was given third reading.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to pass the ordinance as presented. Council Member Hilliard asked what we are going to need and whether the Police Department needs that much money. The vote: Radich, yes; Schwab, yes; Fox, yes; Hess, yes; Hilliard, no. Motion passes 4 to 1.
RESOLUTION 69 – 2020: A resolution authorizing the submittal of a May 2021 ballot issue to the electors to renew the .2% Police and .3% Street Income Tax was given third reading.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to pass the resolution as presented. The vote: Radich, yes; Schwab, yes; Fox, yes; Hess, yes; Hilliard, no. Motion passes 4 to 1.
ORDINANCE 70 – 2020: An ordinance amending Ordinance 56 – 2019, Section 4 – bulk water with the addition of the sale for bulk water from the hydrant policy was given third reading.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to pass the ordinance as presented. The vote: All yes.
ORDINANCE 71 – 2020: An ordinance authorizing expansion of the Paramedic Program from 84 hours per week to 168 hours per week was given third reading.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to pass the ordinance as presented. Council Member Hilliard asked if we were going to have enough people to staff all these hours. Fire Chief Chris Colucy stated that they were waiting to see how much we are going to pay and then advertise. The vote: All yes.
First Reading: An Ordinance to Authorize and Execute the Agreement to Acquire the Welty Cemetery and Approve the Transfer to the Village of Brewster.
First Reading: And Ordinance Authorizing the Awarding of a Contract for the Advance Metering Infrastructure Project for the Water Meters.
First Reading: A Resolution expressing the Intent of Brewster Village Council to sell the Unneeded, Obsolete, or Unfit Municipal Property on the Internet.
First Reading: An Ordinance Transferring Funds from the General Fund to a to be determined Fund and Declaring an Emergency at the Third Reading.
First Reading: And Ordinance of Supplemental Appropriations and Amending Ordinance 14 – 2020 Relating to Appropriations and Providing for Transfer of Funds within said Appropriations Funds for the Fiscal Year ending December 31, 2020 and Declaring an Emergency at the Third Reading.
First Reading: A Resolution Amending and Appropriating for the Year-Ending 2020 and Declaring an Emergency at Third Reading.
First Reading: A Resolution of Temporary Appropriations for the year 2021 And Declaring and Emergency at Third Reading.
First Reading: A Resolution Strongly Opposing Senate Bill 352 and House Bill 754, Legislation Proposing the Repeal of Section 29 of 197, which result in a myriad of unintended consequences.
VA Miller stated this resolution is opposing the repeal of the income tax situation where people are taxed by their employers while working at home. He stated this probably won’t affect Brewster as much as the larger cities.
MUNICIPAL DEPARTMENT REPORTS:
A. FIRE DEPARTMENT: Chief Chris Colucy
- Year-to-date calls = 628. There were 57 calls in October.
- Chief Colucy is asking Council tonight to approve the hiring of current members of the FD to work anytime between now and the end of the year. This will also be for when we staff starting January 1, 2021. He stated this will get the process started early for members that will need physicals, drug screens, and any other requirements done ASAP. Two of our members that are EMTs are working this Saturday. Chief Colucy would like the following personnel approved tonight: Jared Baer, Jeremy Henry, Trevor Heaton, Kyle Hershey, Mike Maybaugh, and Chris Colucy.
- Some of the updates the Chief provided at tonight’s meeting were the carpets have been installed, on schedule to close up at the end of the month, lockers are done, painting is done, showers are complete, railings at the entrances are complete, the gear washer is to be installed and also the appliances by the end of the week. The Chief is hoping to have an open house for the new building in the spring.
- Mike Maybaugh, Jeremy Henry, and Chief Chris Colucy have all passed the Fire Officer 1 Class.
- Ryan Johnson has put in a request to go to EMT school at Stark State which runs from January through May 2021 at a cost of $1258.
- The Chief provided a list of items that need to be purchased for the new addition. He did not have any prices yet but also was not approved as to how much he could spend. He stated we need to come up with a budget but the list gives Council an idea of what is needed:
two desks
two office chairs
three bed frames (we received three free mattresses from Medina County from Jen Mohler)
three box springs
one couch
12 chairs (this number might be reduced). The Association has purchased a custom-made table or the FD kitchen
three barstools
three nightstands
eight blinds (the Chief is having Lowe’s come to measure the windows) Lowe’s has a sale from 11/25 to 12/1 that is 50% off all blinds
five clocks – approximately
three full-size filing cabinets
one safe – this is still up in the air
56 nametags for gear lockers
32 nametags for half lockers in return room
two printers
one copier
silverware, dishes, pots and pans, glasses, etc.
two new welcome mats with logo
10 TVs and monitors – this will be a combination for us using our I Am Responding app throughout the addition and TVs are for different areas – again this is subject to change
any other miscellaneous supplies – sweeper, mops, mop buckets, etc.
With Black Friday coming, all the specials businesses are going to be running, the Chief thinks
this is a good opportunity to keep the cost down and get most of the things that are needed.
Council Member Schwab asked what the beds were for. Chief Colucy stated they are for the night shifts. Council Member Schwab stated that he does not agree with sleeping on shift. He stated he worked 30 years on midnights and didn’t sleep on his shifts. Chief Colucy stated that fire departments are different. Council Member Schwab stated the Police Department doesn’t sleep on their midnight shift. Many of the part-timers are coming off a shift from another job and don’t go to sleep.
Council Member Hilliard asked VA Miller if there was a budget set up for the equipment for the new building. VA Miller stated no budget had been put together for these items.
- Chief Creter is currently working on next year’s budget and is on the call to answer any questions that Council may have of him or his department.
- Council Member Hilliard asked the Chief to let Council know what he plans to use the income tax levy money on in his budget.
VILLAGE SOLICITOR: John Anthony
- Solicitor Anthony thanked Council for renewing his contract. He stated this has been an exceptional Council that does a great job.
- Solicitor Anthony has been working on the Cemetery Association to help explain procedures and answer Council Member Schwab’s questions. The Board of Cemetery Trustees can be a three-person board appointed by the Mayor. The board has extensive powers. The amount of work involved makes it hard to find volunteers and it may be more practical to have Council in charge in the beginning. The Sexton that is currently taking care of day-to-day operations would like to stay on for the time being. The cemetery will be run using funds just as any other fund for the village. There will be budgeted items, and everything will run through the Clerk-Treasurer’s office. There is a 120-day window from the trustee signature to the passage of this ordinance according to the agreement.
- Discussion on moral obligation: The party’s vehicle was parked on 6th street in the Village and a tree fell on the vehicle causing substantial damage. ($6,000 and some odd dollars in loss.)
The Village insurance company denied the claim by stating that the claimant stated the Village was aware of an issue with the tree but provided no proof, so the claim was denied. The insurance company did not specifically deny the claim based upon governmental immunity but rather on the lack of evidence of prior knowledge of the Village of the dangerous condition of the tree and neglect.
Expenditures cannot be made by governmental entities gratuitously, and expenditures must be for valid claims or for a public purpose. However, it is recognized that the legislative authority of a Village may pay a claim that is otherwise unenforceable against it on the basis of a moral obligation.
A 1953 Supreme Court case establishes the legal authority on this matter:
Caton v. Anderson states in the headnote of the opinion the following:
“An obligation may be recognized by municipality, where such obligation would be enforceable at law were it not for some rule which exempts municipality in particular instance from legal liability, or where obligation is legally unenforceable but is binding upon municipality in conscience and according to natural justice.”
Moral obligations may exist in situations for example as follows: (Contractor went beyond his contract and performed services not included and not budgeted because of a mistaken belief that the work was authorized-i.e. Maybe he got a go ahead from someone not authorized to provide it?); (Defective contract that produces a patently unfair result.)
It is not without limitation; however, Courts have also stated or implied:
Because moral obligation payments have been made in the past doesn’t mean you have to pay moral obligations in the future.
A decision to pay a moral obligation is reviewable by a court of law. However, courts have upheld legislative action in paying moral obligations in several instances. The Courts will usually defer to the legislative authority unless they find an abuse of discretion.
- Solicitor Anthony received communications from Attorney Paul Lafayette concerning the JHP litigation. It appears that the audit is complete, and we are going to fervently pursue no payment due.
Council Member Hilliard asked the solicitor if in the situation with the tree falling on the truck, if we took down the rest of the trees are we saying that those trees aren’t safe. VA Miller stated “Fool me once, shame on you. Fool me twice, shame on me.” He stated there was no obvious evidence that this was a defective tree and yet it had no roots. That’s why the rest of the trees were taken down. He also stated that if a tree falls on your neighbor’s car and there was no constructive notice, the owner is not responsible. There was no evidence that the village knew this was a defective tree, and the rest of the trees on that block were the same kind. That’s why the rest of the trees were taken down, it does not create a legal liability.
COMMUNICATIONS:
Clerk Treasurer King reported on a thank you note received from employee Nancy Bucher for the turkey certificate received for Thanksgiving.
VILLAGE ADMINISTRATOR: Mike Miller
Council received the Village Administrator’s report last week to review.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carried to accept the VA’s November 16, 2020 report as written and emailed to Council and to enter it into the record of tonight’s Council meeting. The vote: All yes.
Administrator’s report for period 11/3/2020 thru 11/16/2020:
- Fire Station Addition – Progress. Construction is going well. We skipped a progress meeting, but the project is wrapping up and we should be at the punch list stage soon.
- Fire Station Addition – General Change Orders. At this point we have three (3) “proposed” general change orders.
- Council approved a change order to replace the last two (2) existing Fire Department garage doors with a glass garage door and a new aluminum storefront with single door, with electronic door access, in the amount of $13,762.10 (includes 10%). However, after field measuring and discussing specifics, such as the need for the new storefront door to be handicapped accessible (Button assist), the price is being recalculated.
- We are dealing with Southway Fence directly on the re-fencing of the generator area. The cost is $1,415, but the offsetting credit from the General Contractor is $1,825.
- Fire Department Addition – Plumbing & HVAC Change Orders. At this point we do not have any Plumbing or HVAC change orders.
- Fire Department Addition – Electric Change Orders. At this point we do not have any electric change orders. We do anticipate a change order to adjust/move the electric reels so that they are properly spaced from the new infrared natural gas heating units. We will also have a change order for the addition of a light switch from the new office area to the workout room, utility closet, and bathroom.
- Fire Station Addition – Changes Orders & Overall Budget. At this point, the overall cost status is essentially the same as last meeting. Theoverall perspective of where we stand with the Fire Addition Budget:
- Original contracts for General, Electric, and Plumbing/HVAC amounted to $1,479,348.
- General change orders to date amount to $121,604.92.
- Plumbing/HVAC change orders to date (including the proposed listed above) amount to $3,023.00.
- Electric change orders to date remain at $13,215.50.
- Total cost including change orders to this point brings us to $1,617,182.42. We are 9.4% over the original award.
- A “mitigating” factor is that Council has designated $22,000 +/- from the Triner Estate bequest towards the glass garage doors, which amounted to a $22,311 increase/change order. So, the actual increase from Fire Income Tax is more like $86,000 +/-; or $1,566,000 total +/-; or a 5.9% increase.
- We are backing out the costs (General and Electric) for the hand dryers and paying for those costs out of CARES/COVID Funds, reducing the amount shown out of the Fire Income Tax by $5,790.51 (not yet shown).
- 2020 Paving Program – Follow-Up. The repairs on 6th Street SE to four (4) approaches, as a result of lowering the street for drainage affecting them, have been completed.
- Advanced Meter Infrastructure (AMI). The AMI Project continues to move forward. Material has been ordered for the project and we are awaiting delivery.
- Prevailing Wage Tasks. Clerk-Treasurer Kris King and I have been splitting duties, with Kris getting the bulk of the split. We have on a couple projects (i.e. 7th Street Paving & Rehabilitation Project) hired Engineering Firms to provide an individual to perform the field duties (while inspecting in some cases). Fortunately, the upcoming Jefferson Ave Sanitary Sewer Replacement Project is being bid by Stark County and they are performing all prevailing wage functions/duties. However, in reviewing agendas/minutes following the Jefferson Ave Sanitary Sewer Replacement Project CDBG Funding through its approval process, I discovered that Stark County Regional Planning Commission is available (at a cost) to perform the Prevailing Wage duties on Village projects that “qualify”. I think that it is a much better way to make sure we are covered and saves Kris or I from having to going “into the field” to comply with prevailing wage requirements.
I can continue to do preliminary tasks such as obtaining prevailing wages and including them in specifications, sending the Bid Tabulation Sheets to the Department of Commerce, and updating prevailing wages during projects. I have forwarded a draft agreement with Stark County Regional Planning Commission to perform the Prevailing Wage duties on Village projects that require a prevailing wage coordinator. We would have to have someone other than John Anthony review it for legal sufficiency, since he is employed by RPC.
I look forward to discussing this option with Council.
- Electric Department – Awards. The Village of Brewster Electric Department received two (2) awards from AMP this year. They have been hung up in Village Hall Lobby.
The first was Safety, for which the credit goes to our employees for following good safety protocol while making sure the electric stays on and/or is restored.
The second is a System Improvement Award in recognition of the South Substation Addition Project. There is a lot of credit to share here, starting with the Employees of the Electric Department for suggesting that this was a needed project, including former Superintendent George Radich, current Superintendent Ryan Swan, Mike Radich, Ryan Henry, and Kyle Wade; former Mayor Mike Schwab; Council for approving the project; and GPD for designing the project, although they have been rewarded by being paid for their contribution.
What is in my opinion the best feature of the South Substation Addition Project isn’t that it expands capacity for future expansion, or that it adds redundancy and the ability to better maintain our transformers, or that it ultimately prolongs the lifespan of the Village’s transformers. The best feature in my opinion is that the South Substation Addition Project sets the table for the next project it allowed to take place – the sale of the Village’s Transmission Line so that a second redundant feed can be added to the Village’s system, without further Village cost. In fact, when the sale of the Village’s Transmission Line and 69kV Assets is taken into consideration, approximately $1.4 million of the South Substation Addition Project immediately paid for itself, and the rest paid off the balance so that a second redundant 69kV feed can be added to the Village’s system. In other words, the sale of the Village’s Transmission Line and 69kV Assets paid for the South Substation Addition Project with $100,000 left.
We have already realized savings from the sale of our 69kV assets, as the repair of the 69kV insulators just completed at $10,000 plus are an AMPT expense rather than a Village of Brewster expense.
- AMP Transmission (AMPT). I participated in a virtual meeting that AMPT had with membership. Some of the other AMP Communities other than Brewster that are now participants or are considering joining (selling their transmission assets) are:
- Dreshler
- Huron
- Orrville (exploring)
- Hudson (interest)
- Tipp City
- Napoleon
- Amherst
- Newton Falls
- Wadsworth (construction ongoing)
- Bowling Green
Discussion regarding Transmission Operations included spare parts program, maintenance, testing, and SCADA.
The Brewster interconnection was also summarized in a slide. As Council will remember, as part of the sale included constructing a 5.5-mile 69kV line from AEP to the substation. The project also includes establishing a new 3-4 breaker 69kV station and looping AEP’s 69kV line in and out of the station. The estimated cost in yesterday’s presentation is $17.7 million. Obviously, that isn’t something in my opinion the Village could undertake on its own, so the decision to enter into the agreement with AMPT looks even better.
- Decorative Street Lighting on East Main Street. The Electric Department is proceeding with installation of decorative streetlights on the south side of East Main Street between Wabash and Cleveland, as has been discussed. The cost to have an entity bore is less expensive than trenching or boring ourselves in this instance, so we will be bringing them in.
It appears we will have five (5) lights, with one at the corner of the new Fire Station addition, and the other at the "bump-out", with three (3) more evenly spaced in between. Red stakes identify the locations. In addition to helping light the roadway, the light at the corner of the new Fire Station Addition will help light the front of the station, and the one at the "bump-out" will help light the spot the roadway narrows. The total cost for the lights is $14,525.50
- Jefferson Ave Sanitary Sewer Replacement Project. Construction activities have begun for the Jefferson Ave Sanitary Sewer Rehabilitation Project. We have identified a lay-down area with Central Allied Enterprises for pipe/materials and potentially a worksite trailer. Central Allied has 300 days to complete the project.
Progress on the Jefferson Ave Sanitary Sewer Replacement Project to date:
- Test holes were performed Monday November 2nd.
- All the section 3 paperwork will be by Central Allied at one time.
- Central Allied has determined from the test holes that they will not be needing a dewatering subcontractor (they will perform dewatering in house)
- Central Allied is waiting on paperwork from their tree clearing sub. They plan to get on them to get it done ASAP
- The precast submittals were turned in. Once Central Allied gets approval, then they will get them into production.
- At the point Central Allied gets the date for precast completion, they will be able to provide a project start date.
We will be reporting CDBG payments to OPWC, and when CDBG Funds run out, submitting payment requests for Central Allied to OPWC directly. CDBG money is first spent, so the amount we will need to draw down on the OPWC Grant and Loan will be less than the full amount we received. So, unless there is more than $190,000 in change orders (highly unlikely) the Village will have no money expended for construction.
- East Main Street Paving & Rehabilitation Project. We have received the bill for the East Main Street Paving & Rehabilitation Project from Northstar Asphalt, in the amount of $113,154. The original bid was in the amount of $99,990, but with the extreme variations in elevation which required additional asphalt to address for drainage, and the addition of three (3) catch basins (Village provided material) the cost increased by $13,164 or 13.2%.
The Village received a $51,964 grant for the East Main Paving and Rehabilitation Project from
OPWC Small Governments. The construction estimate was at the time of application $103,800. The
Village share was scheduled to be $54,086. As I indicated at the time, ultimately the actual total amount of the project was dependent on the actual amounts in each task. So, the Village’s final share of construction costs is $61,190.
- ADA Ramp at SW Corner of East Main & Cleveland. We have also received the bill for the ADA Ramp at SW Corner of East Main & Cleveland from Northstar in the amount of $22,562.50. The ADA Ramp included “bumping out” the ADA Ramp to align it with the opposite side of Cleveland Ave (and to eventually improve safety by reducing the length of distance to cross East Main on the west side of Cleveland), as well as new curb and gutter and replacing the sidewalk in the “bump-out”.
- AMI Metering for Water and Wastewater. One of the subjects that came up while addressing the Electric, Water, and Wastewater budgets at the Finance Committee Meeting on November 2nd was the AMI water meter attachments and whether we can afford them with our current budget.
The series of items we need to look at to answer whether we can afford the AMI in Water and Wastewater with our current budgets are:
- The cost to add the AMI water meter attachments to our current water meters is $128,736.
- The cost split between Water and Wastewater is $64,367 each.
- A higher amount was calculated by Courtney & Associates into both the Water and Wastewater budgets in their rate studies.
- Wastewater, which is the utility that has most concerned us most, especially because it might have to come up with funds for the Jefferson Ave Sanitary Sewer Replacement Project is going to have to provide NO funds towards that project.
- The Water budget prepared by Courtney & Associates showed that they expected a fund balance of $315,723 at the end of 2020, and $284,313 at the end of 2021. The current balance in Water is $485,958, in part because no money was spent/encumbered for the AMI Project.
- If $64,367 is spent/encumbered for the AMI Project, the current balance drops to $421,591, well above the amounts projected by Courtney & Associates.
- The Wastewater budget prepared by Courtney & Associates showed that they expected a fund balance of $396,702 at the end of 2020, and $394,004 at the end of 2021. The current balance in Wastewater is $455,938, in part because no money was spent/encumbered for the AMI Project.
- If $64,367 is spent/encumbered for the AMI Project, the current balance drops to $391,571, at the levels/amounts projected by Courtney & Associates.
An additional consideration is that if we upgrade the water meters to AMI at the same time as Electric is upgraded, we save considerable time, expense, and frustration for the Utility Department having to enter readings for Water/Wastewater in by hand while downloading Electric via AMI readings.
As I stated Monday November 2nd, and the Clerk-Treasurer concurs, we can afford to upgrade the water meters to AMI within our current Water and Wastewater budgets. So, I want to take another opportunity to again recommend Council authorize the remaining portion of the bid to upgrade the water meters to AMI.
- Stark County Metropolitan Sewer District Sewer Extension. I am coordinating with the Stark County Metropolitan Sewer District to come up with the appropriate language to authorize the Stark County Metropolitan Sewer District to advertise and receive bids concurrent with their bidding out their Project to serve Sugar Creek Twp.’s Justus Avenue and Keller Avenue Areas with sanitary sewer for a Village of Brewster water line extension/loop.
- Efficiency Smart – “Buy Local” Program. The “Buy Local” program has been extended from 9/30 to 11/30. Brochures are available.
- Efficiency Smart – Rebates. Heating and cooling make up the largest portion of the average household’s energy bill. Efficiency Smart offers rebates on products that can help you save on these costs, including a $750 rebate on cold climate air source heat pumps and a $100 rebate on air source heat pumps. Visit www.efficiencysmart.org/brewster-ohio and select “Home Energy Rebates” or call 877-889-3777 for more information on available rebates.
- Efficiency Smart - Advanced Thermostat. Save up to an additional $70 off the purchase of an Advanced Thermostat! Visit Efficiency Smart’s Online Savings store at www.efi.org/efficiencysmart for special Black Friday pricing and free shipping on advanced thermostats between 11/13 – 12/1. Call Efficiency Smart at 877-889-3777 for more information.
- Efficiency Smart – “Trivia Tuesdays”. Efficiency Smart is running called “Trivia Tuesdays”. Each Tuesday in November, Efficiency Smart will post a new energy efficiency trivia question on its Facebook page. https://www.facebook.com/EfficiencySmart . Those who answer correctly will be entered to win a $25 promo code redeemable on our Online Savings store. https://www.efficiencysmart.org/online-savings Efficiency Smart will randomly select one winner each week, so residents can participate each week for more chances to win. Efficiency Smart is asking for our help increasing awareness of the contest by sharing Trivia Tuesday information.
- VA Miller is having a contractor for the electric lines for the decorative lights on E. Main St.
Council Member Schwab asked if the high school using field number three for the practices and games would affect the Little League season. VA Miller stated it would in some ways Council Member Schwab asked if we could provide the Little League with a copy of the high school/JV baseball schedule.
Council Member Hilliard asked if there was a timeline on the trench being done across Bimeler Park. VA Miller stated that that has to wait until the leaf pickup is finished. Once Bimeler Park is completed the Street department will then move on to Main Street.
1. Mayor Hawk provided a profit and loss report for Welty Cemetery. Council Member Hilliard is
concerned who would be on the board. Solicitor Anthony stated Council is usually pretty active in small cemeteries. He also stated that the board deals more with the public. Council has the
authority to pass ordinances and will be the one to set the parameters.
- Mayor Hawk will contact Council before the next meeting when he determines best way to hold the meeting.
VILLAGE CLERK-TREASURER: Kris King
November 16, 2020:
Fire Pay = $ 2,647.05 for the November 13th Payroll.
Residents that are arrears on utility bills due to the pandemic can contact the United Way of Greater Stark County for assistance. Funds have been set aside especially for residents inside the Village limits. Residents are asked to dial 2-1-1 to apply.
The Sugarcreek Township Fire/Ambulance 2nd contract payment for 2020 has arrived. The amount is $38,540.
The Bureau of Workers Comp has refunded last year’s premium in the amount of $26,076 to help with financial relief due to the virus. The money was divided according to the funds that the money expended from. The BWC Board of Directors has also approved a 5-billion-dollar dividend payout. I will let you know as soon as I learn anything new on this. Our first payment for 2021 is due December 21st. It will probably be close to $30,000.
Village Credit Card – We currently have a credit card we applied for through Huntington with a $5,000 credit limit. I would like to close this out and move to Consumers with a larger limit. Council Member Hilliard asked what type of limit the clerk was asking for. Clerk treasure King suggested a $10,000 limit. She stated our current account has a limit of $5000. She suggested the Mayor again get a card and each have a $10,000 limit.
The North Star bill came in. If there are no objections from Council, the clerk will pay the villages $60,000 portion in order to avoid late charges.
The Clerk received notice that Hannah Asplin has completed the painting of 34 more hydrants. She would like permission to cut a check now instead of waiting three weeks for the next meeting.
VILLAGE SPEAKS (Communications received by Council Members from Village Residents):
Council Member Hilliard received a thank you for the light replaced at 256 Main St.
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 Member Schwab reported on the Finance Committee meeting at 6 PM this evening to discuss the 2021 budgets for parks, grounds, buildings, and trees.
Council Member Fox reported on the utility committee meeting at 6:30 PM this evening where the differences between the water and sewer tap fees were discussed and it was decided that the two ordinances need to be consistent and clear.
Council Member Schwab reported that the CARES Small Business Relief Program committee met on November 3rd to review six applications from Brewster businesses with less than 50 employees. Applications were received and six grants totaling $15,502.26 were approved by the committee. The grants were in tonight’s bills for Council approval.
PENDING PROPOSALS FROM PAST MEETINGS:
- Fairless Bus Garage water loop – In process – it will be more towards next year for this project
- Fairless Resolution for baseball field use – In process. The school has asked that the Village not mow Field 3. The plans are to get with the school to make the field useful to everyone.
OLD or NEW BUSINESS:
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to approve the November 13 fire payroll of $2647.05. The vote: All yes.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to schedule a finance committee meeting on December 7 at 6:30 PM to review the 21 police and fire departments and public safety budgets as well as the VA’s proposed prevailing wage contract with Stark Regional Planning. Council Member Schwab asked that the Police and Fire Chiefs provide Council with their plans and applicable costs for their 2021 budgets. The vote: All yes.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to approve the use of field number three in Bimeler Park for games and practices by the Fairless baseball and JV teams in 2021. There was discussion on the use of the adjacent playground and Pavilion and the need to be restricted during their use of field number three. A netting along the outfield was also discussed. The vote: All yes.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to request that the VA explore making application for a Stark – Wayne – Task Recycling District Grant to expand the Yard Waste drop off concrete area by 30 feet in depth. The vote: All yes.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carried to approve Ryan Johnson to go to EMT training at a cost of $1258 from either the Fire Fund or EMS Fund of the clerk’s discretion. The vote: All yes.
Council Member Hilliard asked what budget the fire department needs to furnish the new building. He stated the VA, Mayor, and Fire Chief need to get together to determine this.
COUNCIL MEMBER RADICH MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to approve the payment for painting 34 fire hydrants to Hannah Asplin before the next meeting. Council Member Radich stated we need to give her a shirt because she is receiving grief from residents. Council Member Hilliard stated she was doing a nice job and we should get her out a letter of appreciation. The vote: All yes.
COUNCIL MEMBER RADICH MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carried to approve the moral obligation of $6400 to Kaycee Jewell for the damage to his truck from the tree falling on it. The vote: Radich, yes; Schwab, yes; Fox, no; Hess, yes; Hilliard, yes.
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to adjourn the meeting at 8:17 PM. The vote: All yes.
Respectfully submitted,
Kris King, Clerk-Treasurer
Charles Hawk, Mayor