May 6, 2019 - Meeting Minutes

MINUTES
BREWSTER VILLAGE COUNCIL
MAY 6, 2019
7:00 P.M.
 
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:
Mike Schwab, Mayor
Dale Fox, Council Member                           Dave Godwin, Council Member                
Chuck Hawk, Council Member                    Andrew Hess, Council Member                 
Thomas Hilliard, Council Member             Sydney Radich, Council Member              
 
VILLAGE OFFICIALS:
John Anthony, Solicitor                                  Kris King, Clerk-Treasurer
 
MINUTES FROM THE APRIL 15, 2019 REGULAR COUNCIL MEETING:
Mayor Mike Schwab asked if there were any additions or deletions to the April 15, 2019 Council meeting minutes.
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to accept the minutes as presented.  The vote: All yes
 
PRESENTATION OF BILLS:
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to accept the bills in the amount of $ 449,589.01.  The vote: All yes.
 
AUDIENCE:
Tim Moriarty, 320 Needham St, SW, explained how he posted on Facebook about the Amish buggies and the hazards they present by not being visible enough after dark.  He had 81 comments on his post.  He stated that the only way to get them to change is to go to the Bishops and talk to them.  Many of them only have two white reflective stripes on the back of their buggies.  Mr. Moriarty plans to start by meeting with Bishop Eli Hershberger and explain how the buggies need to be able to be seen better.  Councilman Hilliard asked how Council should proceed.  Solicitor Anthony stated if they are following State law, there is nothing that the Village can do.  Councilman Hawk brought up how Solicitor Anthony had spoke previously about how there is not a lot of law concerning the Amish and the safety features of the buggies.  Solicitor Anthony stated the Council should not get involved in private party matters.
 
Police Chief Keith Creter, Alison Rosenburg, Captain Nathan Taylor, Ray Heitger, and Anna Crawford from the Independent Newspaper were in attendance.
 
CONSIDERATION OF ORDINANCES:  Titles of each read by Solicitor John Anthony
ORDINANCE 36-2019:  An Ordinance Authorizing the Submittal of a Petition to the County Commissioners to Annex Parcel #10010433 (the Solar Field parcel) was given third reading.
 
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to pass the legislation as read.   The vote: All yes.
 
ORDINANCE 37-2019:  An Ordinance Authorizing a Stark County and Brewster Sanitary Sewer Agreement to Accept and Treat Sanitary Sewage from Justus Avenue and Keller Avenue area was given third reading.  A copy of the agreement was on the table for Council review.
 
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to pass the legislation as read.  The vote: All yes.
 
Second Reading: An Ordinance Authorizing the Amendment of Chapter 93 with the Addition of 93.255 Duty to Install Sidewalks.
 
Second Reading:  An Ordinance Authorizing the Amendment of Zoning Code 153.139 Maximum Building Height in a B-1 Business Zoning District to the Village Zoning Code.
 
First Reading:  An Ordinance Authorizing the Addition of a Military Leave Policy (4.08) and adding to the Employee Handbook.
 
ORDINANCE 38-2019:  An Ordinance Authorizing Village Participation in the US Communities/Omnia Partners Cooperative Purchasing Program (an ODNR Natureworks Program recreational equipment source) and declaring an emergency was given first reading.
 
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to suspend the rule requiring three separate reading and bring the legislation forward for passage.  The vote: All yes.
 
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to pass the legislation as read.  The vote: All yes.
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH to untable the Ordinance Authorizing the Modification of the Compensation of the Village Clerk-Treasurer Effective with the term beginning on April 1, 2020 that was amended at the last meeting.  The vote: All yes.
 
ORDINANCE 39-2019:  An Ordinance Authorizing the Modification of the Compensation of the Village Clerk-Treasurer Effective with the term beginning on April 1, 2020 was given third reading.
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to pass the legislation as amended at the last meeting.  The vote: All yes.
 
Councilman Hilliard stated Clerk-Treasurer King does a wonderful job and that the job itself has increased greatly over the last eight years.  Mayor Schwab reminded everyone that the increase was for the position not the person currently in it.
 
MUNICIPAL DEPARTMENTS:
Fire Department: Chief Colucy (excused
1.  Calls thru April 30, 2019 = 285; Brewster = 137, Sugar Creek Township = 56, and Tuscarawas Township = 76.  10% increase from last year.
  1. On the Tuesday Ballot – Village Income Tax to fund Fire operations
 
Police Department: Chief Creter
  1. Captain Taylor: Recognize Chief Creter as a recipient of the “Life Saver Award”
Monthly Activity Report – 905 calls – 38.5% increase from last year.
3.          Present Alison M. Rosenburg, part-time officer candidate, pending approval & drug/physical testing.  Application on table for Council review; (Council copy of Mayor’s appointment letter)
  1. Update with OSPDA (Ohio Small Police Department Association) agenda.  There are 777 small Police Departments in the State of Ohio.  Chief Creter currently is serving a two-year term as president of the association.
  2. Update: Mother’s Day Student Council 5k walk/run, May 11th from 9am to 10:30-10:45 am.
  3. Councilman Godwin stated everyone should carry Narcan in their glove compartments.
 
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve Alison Rosenburg as a probationary part-time officer pending a drug screen and physical.  The vote: All yes.
 
VILLAGE SOLICITOR: John Anthony
Solicitor Anthony gave a review of a seminar that he and VA Miller attended recently.  The presenters were from Bricker and Eckler Law Firm and spoke about infrastructure spending.  Planning and integrating projects were discussed along with construction and procurement.
 
COMMUNICATIONS:
Consumers National Bank Grand Opening & Ribbon Cutting is from 8 am to 9:30 am on May 20th.
 
VILLAGE ADMINISTRATOR: Mike Miller (on vacation)
Administrator’s report for period 4/16/2019 thru 5/6/2019:
 
  • Spring Clean-Up. A reminder that this year’s annual Spring clean-up will be held Saturday May 18th on the north side and Monday May 20th on the south side. That weekend falls between Mother’s Day and Memorial Day Weekends. All items have to be at the curb by 8:00 am the day of clean-up, with the condition that no tires, mattresses, box springs, TV’s or building materials would be acceptable. The amount of the contract with Miller’s is $5,300.
 
  • Tree City and Arbor Day. The Village of Brewster planted one (1) of ten (10) new trees in Bimeler Park near Field 4 on National Arbor Day, Friday April 26, 2019. It was a Winter King Hawthorn between Field #4 and the skate park. In addition, we planted five (5) Lindens and four Crabapples. The cost for the ten (10) trees was $830.
 
  • Tree Replacement. Tree replacement for trees removed in 2018 but not yet replaced has begun. In addition to the ten (10) new trees in Bimeler Park near Field 4, one (1) tree was planted along 4th Street near Fields #5 & #6 to fill in a gap (cost $140), and an additional five (5) trees (three (3) red oaks, one (1) sugar maple, and one (1) hornbeam) will be planted on Scioto (cost $717).
 
  • Trees – Removal. Tree removal began the week of April 29th. The contractor is
Haymaker (low bidder). Tree removal began with removing hazardous trees on the west side of Scioto. The remaining trees to be removed (between sidewalk and curb) are:
 
  • 451 Jackson (silver maple)                                           
  • 442 Jackson (silver maple)
  • 223 2nd Street SW (silver maple)                               
  • end of Barber (locust)                              
  • Five (5) silver maples on Wabash North (east side) 200 to 300 block (Note: after the damaged sidewalk sections are replaced, I plan to get a quote to “grind the sidewalks north of the underpass on the east side of Wabash so that it can be walked more safely)
 
In addition, we will be removing trees by the substation in preparation for the Expansion/Upgrade Project, and over our culvert on 7th Street SE near Jefferson in preparation for storm sewer work there (cost $8,525).
 
  • Sanitary Sewer – Jefferson Ave Project. The Mayor, Wastewater Superintendent, Wastewater Technician, and I met with a representative from Hazen and Sawyer on Tuesday April 23rd. To refresh Council, the project began with a number of areas of subsidence on Jefferson between 5th Street and 7th Street. To get to 5th Street and Jefferson, we included increasing the size of the sanitary line that went to the old pump station to connect into the new sanitary sewer line. The Jefferson Ave Sanitary Sewer Project expanded to include the replacing of the sanitary line north of 5th Street and Jefferson to 4th Street and realigning two (2) manholes at that location.  What has happened in that last section (5th Street and Jefferson to 4th Street) is that the cost has increased along with the contingency (contingency is the amount set aside to cover unforeseen costs). The contingency for the WHOLE project is now 30%.
The cost for the 5th Street and Jefferson to 4th Street continues to rise because of the soil conditions for that portion. At this point Hazen and Sawyer is recommending addition testing ($5,000) and installation of piers to support the sanitary line and manholes. Piers are required because the soil won’t support the weight and would have to be drilled in until they reach bedrock or soil that will support the weight. The estimated cost for the piers at this point is an additional $120,000 (best case) to $200,000 (worst case).
 
This information had been discussed with the Village prior to the meeting, and we have been having a great deal of discussion internally about the potential cost of the project. We had more discussion during the meeting and after. What we tentatively agreed upon as the best approach is to split the project up in to two (2) phases. The engineering is nearly complete if we proceed just on the first phase. Additional design, testing, time, and potentially money is required to complete the second phase from 5th Street and Jefferson to 4th Street portion. Little is needed to make an adjustment to the portion from 5th Street and Jefferson to the old pump station. By separating the Jefferson Ave Sanitary Sewer Project into two (2) phases, we can have an initial project with a more predictable cost and lower contingency (10% versus 30%) for the first phase, where we have an identified problem with subsidence and infiltration. Hazen & Sawyer is going to revise the estimate, but the cost for the first phase of the Jefferson Ave Sanitary Sewer Project (5th Street and Jefferson to the old pump station) ALONE is closer to $640,000. That amount will be easier to seek grants (i.e. OPWC and CDBG) than potentially nearly twice that amount. In addition, we can have bid ready plans much more quickly, and having completed plans will get the Village additional points from OPWC if/when this project is turned in for funding.
 
I am suggesting that the Jefferson Ave Sanitary Sewer Project Phase 1 project be turned into OPWC for funding at the next round. The deadline for the next round is likely September of 2019.
 
Splitting the Jefferson Ave Sanitary Sewer Project is a change in scope of our original agreement with Hazen & Sawyer, we have asked for them to provide us with a cost to split the project up and provide the Village with two (2) sets of bid ready plans. The plans for Jefferson Ave Sanitary Sewer Project Phase 2 will allow us to be ready for future funding requests.
 
Finally, this approach is more fiscally responsible, as we have not yet completed the Wastewater Rate Study.

I will keep Council informed.
  • SRTS – Funding Application. I accompanied Art Rometo of Thrasher to Columbus to make a short presentation and answer questions regarding the Village’s application for SRTS Funding on Monday April 22nd. I will keep Council informed of our status.
 
  • OPWC Grant – East Main Street Paving & Rehabilitation Project. Thrasher continues to work to complete bid plans and bid specifications for the East Main Paving and Rehabilitation Project.
 
  • OPWC Grant - 7th Street Project. I filedNotices of Commencement of a Public Project for the 7th Street Paving and Rehabilitation Project. One was filed for the “main” project, and the second was filled for the curb and gutter portion of the project. At this point, the best case scenario for the timeline going forward is:
 
  • Street Department completes storm sewer work
  • Water Department completes replacement of existing water line.
  • Central Allied completes curb and gutter work
  • Fairless begins and completes the hauling required for installation of a new turf football field
  • Stark County Engineer begins and completes replacement of their culvert by the levee (note: they plan to have 7th shut down to all but local traffic, and detour all other traffic down Route 62 to Route 93)
  • US Army Corps of Engineers begins and completes repairs to the levee gate while Stark County Engineer had 7th Street shut down.
  • Before the detour is removed, Superior Paving begins and completes repairs to 7th Street, and then begins and completes milling and paving.
I am in contact with all the entities to try to make the scheduling (staging) come together
 
  • Efficiency Smart – LED Light Bulbs. Standard and dimmable specialty LED lightbulbs are available for a limited time for $0.99 each at Belloni Foods. Discount pricing courtesy of Efficiency Smart and Brewster Municipal Electric. Questions? Call Efficiency Smart at 877-889-3777 or visit www.efficiencysmart.org/brewster-ohio for more information.
 
  • Stark County CDBG.  The Mayor and I met with Stark County Regional Planning Executive Director Bob Nau and Stark County CDBG Chief of Community Development Lynn Carlone and CDBG staff regarding a recent addition of new area within the Village of Brewster to CDBG eligible area for funding. The area is north of 7th Street and east of Wabash. It encompasses a large portion of the Jefferson Ave Sanitary Sewer Project, which we discussed. They were enthusiastic about the project and indicated preliminarily that it seemed like it would be a viable project if the Village submits it for funding.
 
  • 2019 Paving Project. On Wednesday April 24th I met with OHM Engineering to review the first draft of our 2019 paving specifications. A portion of the specifications has already been submitted to the Solicitor for review. The rest will be revised and submitted to both myself and the Solicitor for review.
 
  • Infrastructure Funding. On April 30th Solicitor John Anthony and I attended a seminar hosted by Bricker & Eckler entitled Infrastructure Funding: How to get it and spend it wisely. The seminar was to review potential new opportunities as a result of passage OF the Water Infrastructure Improvement Act (H.R. 7279), granting municipalities new statutory tools to affordably confront expensive infrastructure challenges using an integrated planning process.
 
  • Electric –Substation Upgrade/Expansion. To keep our steps in perspective, the following is a listing/timeline for our remaining actions needed to keep the Substation Upgrade/Expansion Project on schedule:
 
Demolition: The Electric Department and Sanitary Sewer Department have been working together the past few weeks to demolish and fill the abandoned equipment from the old pump stations at the substation site. That work has been completed.
Site Preparation: The pine trees that are on the Village easement will be removed in the near future so that the area can be prepared for the Substation Upgrade/Expansion. We plan to utilize grindings from the 7th Street project as a base prior to bringing gravel in.
Rate Study: Complete.
Project Estimate: The project estimate (including engineering and construction oversight) has been reduced to $2,612,126.
Equipment Bidding: Complete. GPD is finalizing contracts.
                Construction Bidding Plan:
  • GPD finalizing for advertisement
  • Early June or after – open bids for construction for Substation Project
  • Late July or after – Council awards contract for construction for Substation Project
 
Financing Plan: Based on what GPD has provided, our plan is to wait to finalize the paperwork on the Line of Credit with AMP until July or August, at that time we need to make our first drawdown.
The costs for engineering have already been encumbered, so there is no need to borrow for that expense.
In addition, AMP has to draw down in $100,000 increments, so it doesn’t make sense to borrow $100,000 in May and pay interest on that amount, even though we only need $37,000. So, we plan to pay that cost out of our capital funds and reimburse the fund at a later date (if necessary).
I will continue to keep Council informed as to developments. Please feel free, as always, to contact me if you have any questions or need me to obtain any additional information.
 
  • Storm Sewers - General. The Street Department has completed storm sewer work on Scioto and Church. In the upcoming weeks they will be doing additional storm sewer work on 7th Street from the County culvert near the levee to Amherst, East Main Street between Cleveland and Park Drive, and on Tuscarawas.
 
  • Storm Sewer – Church. The Street Department has completed installing new catch basins on Church Street. This work was done to address a long-time drainage issue.
As stated previously, having opened up the street, we are observed why portions of the street deteriorate more rapidly. There are only approximately 3 inches of asphalt cross section in the areas we have worked in, and so far, virtually all of that is over regular “soil. There is no base. Despite this fact, only portions of Church Street are severely alligatored with mud coming up through the pavement. Most of Church Street has held up, most likely due to lighter traffic.
 
To reiterate, our paving budget this year won’t support a full rebuild of Church prior to paving, similar to what was done on Tuscarawas between Chestnut and Harmon last year. We have OPWC Grants for 7th Street and East Main that require a large percentage of the paving budget as a match. So, at this time we intend to continue to observe the cross sections of Church as we progress south with drainage. So rather than a complete rebuild this year, we plan to do spot full depth repairs at the worst locations, observe those repairs and the rest of Church for the next nine months, and decide how to best proceed next year. At this time, we plan to remove Church from the 2019 paving list.
 
  • Water – 2019 Water Line Replacement. In the March 4th VA Report, I informed Council that there were no water line replacement projects scheduled for 2019.
After additional reflection, we have determined that with what is occurring at the High School stadium and surrounding area this summer (as well as 7th Street Project), that the water line that runs from 7th Street to the High School should be replaced. We plan to install new to replace the existing water line and abandon the old in place. The reasons for doing so are:
  • It is older
  • It is the only “older line” that hasn’t been replaced in the High School area
  • We will have to work on 7th Street, and we would rather do that before paving rather than have an issue come up after we pave
  • The existing line has the concession stand built over it
  • We have most of the water line in stock, so the material cost will be low
I informed Council of this change in April and didn’t hear any feedback.
 
  • Zoning Variance Applications. Last month two (2) zoning variance applications were filed:
  1. Consumers National Bank for an additional sign on the building facing north, and for a message sign in the same location (partial right-of-way) that Huntington had their “pillar” sign
  2. Ronald Kaser at 566 Amherst for a variance from the 15-foot setback from a residence for a carport (12” by 21”)
The Zoning Board of Appeals Meeting has been set for Thursday May 23rd at 7:00 pm.
 
  • Street Sweeping. Reilly Sweeping swept Village streets on April 23rd.
 
  • Zero Turn Mower Purchase. As the grass mowing season began, we had a couple of mower issues. One of the issues was a wheel falling off one (1) of the two (2) Ventrac mowers and taking it out of service for a brief period ($643 repair). The second is with the zero-turn mower used primarily by the Water and Wastewater Departments, has a (currently) small hydraulic leak, but still works, but the possibility that it could need to be taken out of service for an unknown time exists.
 
To put our “existing” mower fleet into perspective, we had (prior to new purchase):
  • A John Deere zero turn mower (non-commercial), approximately 5 years old, used primarily by the Water and Wastewater Departments
  • A Ventrac mower, approximately 10 years old with approximately 3000 hours, that is used primarily by Street Department to mow the parks
  • A Ventrac mower, approximately 4 years old, which is used by both the Street Department and is expected to be used more by the Electric Department with the addition of the new heavy-duty deck.
 
The Ventracs serve multiple uses. One of the uses is on slopes and right of ways with few or no obstructions, where they excel. Another has been cutting grass in the parks – level surfaces with obstructions such as trees, equipment, and fences, where the Ventracs are harder to maneuver. We continue to add trees in the parks. Ten (10) more this year. An additional 31 going back the past two (2) years. Those trees, while fitting with being a Tree City and provide more shade for residents to enjoy the parks, also make it slower/harder for the Ventracs to get the grass cut as the Ventracs don’t have the same ability to maneuver as a zero-turn mower. In addition to Bimeler Park (8.8 acres), Sabo (3.42 acres), Whiting (3/4 acre), and Fields 5 & 6 (3.33 acres) we are picking up additional areas to mow, such as the area outside the fence at the solar field.
 
So, while the one Ventrac was out of service, the zero-turn mower that the Water Department uses to mow inside their fence (as well as Wastewater) was used on Fields #5 & #6. It worked much better/faster.
 
Also taken into consideration is that the Village is down to one (1) seasonal employee plus the two (2) full time, doing the work of two (2) seasonal employees plus the two (2) full time that was done last year. No one qualified applied for the seasonal, other than a student, who won't be available until June. So, if we are going to get grass cut, and flowers planted, and mulch down while doing extensive preparation our Paving, 7th Street Project, East Main Street Project, NatureWorks Project, which includes installation of approximately 15 catch basins and corresponding storm line, plus keeping up with patching and assisting with water line installation (we have 3X the paving of last year), we need to become faster and more efficient with cutting grass. We already had received complaints about mowing, which I didn't want to continue. The zero-turn mower does that.
 
So, after consulting with the Departments, and then consulting with the Mayor and Clerk-Treasurer (to make sure Council had appropriated sufficient funds), multiple prices were obtained on a commercial zero turn mower. I determined to purchase a Ferris IS2100Z 26 HP Zero Turn Mower with a 61" mowing deck at a cost of $7,995 (State price). This addition should not only allow us to get grass cutting completed faster, but also extend the life of our Ventracs.   
 
  • NatureWorks Grant – Bimeler Park Exercise Area. The NatureWorks Exercise Area Project is on hold until Council passes a resolution authorizing joining the US Communities/Omnia Partners Cooperative Purchasing Program.
 
I have also requested that Councilman Godwin call a Building, Parks, and Grounds Committee meeting to go over the final layout.
 
  • OUPS Notifications. We have notified OUPS for utility locates for two (2) upcoming projects:
 
  1. Water line replacement from 7th Street up to the High School
  2. Storm sewer work from the County culvert to Park Drive
 
  • Paving. Brewster Parke was having paving done and wanted to include Chessie Place between Walhanding and Mohican. They were willing to pay 50% of the cost if the Village would pay the other 50%. While Chessie Place is not on the PCR (Pavement Condition Ratings) list (no alleys are), it did need paved, and agreeing to split the cost the Village exhibited cooperation with one of our local businesses (economic development does mean taking care of existing businesses first). So, we are splitting the cost for paving Chessie Place. The $2,492 it cost is approximately 1/100 of this year's paving budget.
 
  • Patching. The Street Department and Wastewater Departments patched Monday April 29th. Locations that were addressed included the alley behind the gas station, the alley behind the Bank/Belloni’s, the alley behind Friends Church, and Chestnut.
 
  • Push Mower Purchase. Our push mower that we use for Village Hall, the Boulevard, and other small areas was beyond repair at a reasonable cost (grass catcher shot and needed replaced; repair estimate high) so a replacement commercial push mower was purchased through Winesburg Lawn.
 
Councilman Godwin reported a tree leaning on East 6th Street that needed attention.
 
Councilman Hilliard thinks that Council should have had a say in the purchase of the zero-turn mower.  VA Miller is a great Administrator but he feels that he should have ran the purchase by Council and that it was not an emergency purchase.
 
VILLAGE MAYOR: Mike Schwab
1.            Village Zoning Board of Appeals from April 18, 2019
  • Council packet provides Council members with a copy of the Z Board Meeting Minutes
  • Z Board approved a front yard setback variance request on Seventh E. from Brewster Cheese; as part of the approval the Zoning Board directed that the warehouse addition construction include appropriate plantings be installed to screen the area residential neighborhood
  • Zoning Board of Appeals will meet on May 23, 2018 at 7 pm to consider a variance request at 210 Wabash S for the installation of an electronic message sign, and to consider a variance for a two-foot setback request for the installation of an accessory building at 566 Amherst Street
2.            Village Planning Commission Meeting from April 18, 2019
  • Council packet provides Council members with a copy of the PC Meeting Minutes
  • Planning Commission reviewed proposed Screening and Buffering regulations and recommend to Council that those regulations be adopted (Council copy of the recommended language)
  • Council is required under Village ordinances to create legislation adopting the recommended regulations and schedule a public hearing for public review and comment of the proposal
  • May I ask Council to direct that the legislation be created for Council’s consideration and that a public hearing be scheduled for June 17, 2019 at 6:45 pm
  • The Planning Commission will meet on May 23rd at 7:30 pm to continue consideration of updates to Village Zoning Code
  1.             Project Update - Annexation of the Solar Field Property – Parcel #10010433
  • With Council’s approval of the annexation legislation this evening we can direct that Buckeye Surveying complete the required plat drawing and required legal description document for submitting the petition of annexation to the Stark County Commissioners 
4.            Village Community Development Block Grant (CDBG) Eligibility
  • VA and Mayor met with representatives of Stark County Regional Planning on April 18th to review the Community Development Block Grant (CDBG) Program that directly benefit low-to- moderate-income families throughout Stark County.  New Program guidelines by U. S. Housing & Urban Development (HUD) agency effective on April 1st will make more of Brewster eligible for CDBG funding assistance.  Stark RPC officials are enthusiastic about providing CDBG funding to Brewster as Village has not had an eligible program for many years
 
  • I would request that Council have legislation created to allow the Village to make application for CDBG funding for a portion of the proposed Jefferson Avenue Sanitary Sewer Project
 
  1. Update on Fire Fund Revenue/Expenses
  • May 5th - Village Clerk advises that the balance in the Fire Fund is at $ 43,481.65 with encumbered funds totaling $ 16,877.65 which leaves available funds for Fire expenses which include payroll and operations at$ 26,916.24
  • Received $ 34,953.75 today from Tuscarawas Township for first half of their 2019 contract – Thank you
  • Current funding vs. expenses will continue to provide a tight 2019 Fire Budget and without a new influx of funds a deficient 2019 carryover for 2020 which will make the 2020 budget even tighter
 
6.    Appointment of Alison M. Rosenburg as Part Time Police Officer – completed earlier in   the meeting
  • Ask that Council approve Mayor’s appointment of Alison M. Rosenburg as Part Time Police Officer, pending approval & drug/physical testing.    
  • Council has a copy of Mayor’s appointment letter & heard Chief Creter’s recommendation
 
  1. Of Interest:
(1) HB 143 in House Ways & Means Committee - TAX CREDIT-VOLUNTEER SERVICE (KELLER C) To grant State income tax credits to persons who serve as volunteer peace officers, firefighters, or emergency medical technicians.                AS CURRENTLY WRITTEN:
  • The volunteer receives credit for one-year of volunteer service if he/she goes on at least 10% of the department runs in that year.
  • The Income Tax Credit for a calendar year would be one of the following:
                1. $ 500.00 if the taxpayer has at least one and not more than five volunteer service years;
                2. $ 1000.00 if the taxpayer has at least six and not more than ten volunteer service years;
                3. $ 2000.00 if the taxpayer has at least eleven volunteer service years.
  • Has not been approved and Still in this House Committee
 
(2) The U.S. Court of Appeals for the 6th Circuit has ruled that it is unconstitutional for a municipality to use chalk to mark tires in order to enforce local parking laws. The court's ruling states that marking a car tire to gather information is an action that would require a warrant and is a form of trespassing.
 
  1.             Police Building Security & Village Hall Fire Detection
  • Police Building was built in 1997 and the hardware on two exterior doors is in need of replacement as the locks have become balky and unreliable, especially the exterior squad room door
  • We are exploring the cost and function of installing an intelligent card-based or fob-based access control system on these two exterior doors.  This will ease access into the building in stressful situations, track when and who enters the building, and better control who has access
  • Also, we are looking at providing Village Hall/Fire building and the PD with fire detection systems and will be receiving quotes on those buildings in the next several weeks.
 
9.            Restitution
  • Massillon Municipal Court/Judge Elum provided a check in the amount of $ 507.00 to FD as restitution for an individual that was charged with Driving under Suspension
  • The Brewster Fire Department rescued the individual from his car driven into high water and the Ohio State Patrol issued the Driving under Suspension citation
  • Chief Colucy had a hand in making this happen – Thank you !!
 
  1. May Ballot Issue
  • Firefighters went door to door to talk with residents and to provide a flyer that outlined the Village Income Tax initiative for Fire operations funding
  • A fact-based informational Post was placed on Village Facebook page; Post language reviewed and approved by Solicitor prior to placement on Facebook
  • Remember to Vote on Tuesday !
 
VILLAGE CLERK-TREASURER: Kris King
May 6, 2019:
The April and Year-to-date reports were placed in Councils’ boxes.
 
One of the hard drives in the utility office was replaced with an SSD (stainless steel).  The original drive was starting to go bad.  This may be something we want to consider with some of the other computers that are starting to slow down.  It can extend the life of the computer by a couple of years.
 
Fire Pay for 03/31-04/13/19 = $ 3,263.17
Fire Pay for 04/14-04/27/19 = $ 4,524.01
I have a representative from Paychex coming down to meet with us on Friday, May 10th to try to get some of the issues ironed out.  The weekly Webex (conference calls) conversations are not working.  Joyce and I are going to meet for the first half an hour then invite department heads to ask questions.
 
The accounts have been opened at Consumer’s National Bank.  The account at the Brewster Federal Credit Union (BFCU) has been closed.  Without collateralization at the BFCU, we had limited transactions we could make.
 
MCTV has been in to run the wiring for the Fire Department to convert to cable phones.  MCTV and Staley Technologies will finish the conversion on Friday, May 10th at 9:00am.
 
Please review the check register sign off if there are no questions. 
 
The Recreation Board only spent $556.77 out of their $800 budget for the Easter Egg Hunt.
 
Councilman Hilliard would like to see a report showing how many fire calls there are for each pay period.  Mayor Schwab provided the numbers for April which was 76 runs in April.
 
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
1. Council of the Whole Committee Meeting Minutes from April 15th – discussion of possible
     modification to compensation for the 2020-24 term for the Village Clerk-Treasurer position
2. Utility Committee Meeting Minutes – discussion of proposed agreement with Stark County
     the possible extension of Village sewer services to Justus area
3. The Welty Cemetery Review Committee met with members of the Welty Cemetery Board on April 17th to discuss acquisition of Welty Cemetery and on May 3rd met with Navarre’s Mayor, Sexton, and Cemetery Clerk to research the operation of a municipal cemetery.  Councilman Hawk reported that the committee met with Navarre to discuss the effects of owning a cemetery had on their Village.  Brewster Village was offered the cemetery plus the reserves to take over ownership.  Councilman Hawk would like to schedule a meeting with Council to discuss in the near future.
 
INCOME TAX COMMISSIONER: Steve Hartman
1. Steve has been busy processing income tax returns & assisting residents with their tax returns
2. Since June of 2018 - 26 delinquent taxpayers via letters and contacts has been reduced to 15 who will receive letters from Mayor’s Office, then will involve collection agency; total outstanding = $ 6409.59
 
 
REMINDERS:
________________________________________________________________________________Fairless Student Council Mothers’ Day 5K Race – May 11th at 8:30 am in cooperation w/Brewster PD
Spring Clean Up – North Brewster on May 18th & South Brewster on May 20th
May 20th at 6:45 pm – Public Hearing to review two Zoning amendments
May 23rd at 7 pm – Village Zoning Board of Appeals & Village Planning Commission
________________________________________________________________________________
 
PENDING PROPOSALS FROM PAST MEETINGS:
  1. Council Committee (11/05): Proposed Trash Aggregation Program; VA provided a revised Draft for review on January 22, 2019.
 
OLD or NEW BUSINESS:
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to schedule a Parks and Grounds Committee meeting on May 20th from 6:00 – 6:45pm.  The vote: All yes
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to schedule a Public Hearing on June 17th at 6:45pm to review screening and buffering.  The vote: All yes.
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to create legislation to make application to the OPWC for funding a Jefferson Avenue Sanitary Sewer Project.  The vote: All yes.
 
COUNCIL MEMBER HILLIARD MOVED, SEECONDED BY COUNCIL MEMBER GODWIN and motion carried to create legislation to make application to CDBG for funding a Jefferson Avenue Sanitary Sewer Project. The vote: All yes
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to approve the fire pay of 03/31/19-04/13/19 at a cost of $3,263.17 from the Fire Equipment Fund.  The vote: all yes.
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to approve the fire pay of 04/14/19-04/27/19 at a cost of $4,524.01 from the Fire Equipment Fund.  The vote: all yes.
 
COUNCIL MEMBER HAWK MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to schedule a Council of the Whole meeting on June 3rd at 6:30pm to discuss the proposed acquisition of the Welty Cemetery.  The vote: All yes.
 
COUNCIL MEMBER HAWK MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to create legislation to add the Screening & Buffering regulations recommended by the Village Planning Commission to the Zoning Code.  The vote: Hawk, yes; Hess, yes; Hilliard, abstain, Radich, yes; Fox, yes; Godwin, yes.
 
There has been a complaint of trucks leaving Brewster Cheese on Cleveland that are crossing 7th Street and turning onto 6th to get to State Route 93.  A request has been made to put a sign indicating no truck traffic on Cleveland north of 7th Street. 
 
VILLAGE SPEAKS: Communications Received by Council members from Village residents
 
AUDIENCE TIME:
No one wished to speak.
 
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to adjourn the meeting at 8:26 PM. The vote: All yes.
 
Respectfully submitted,
 
Kris King, Clerk-Treasurer
 
Mike Schwab, Mayor