March 18, 2019 - Meeting Minutes

 

Brewster Village Council met in regular session with Mayor Mike Schwab presiding.

 

7:00 P.M. – CALL TO ORDER

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to excuse Council Member Radich from this evening’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.

 

Mike Schwab, Mayor

Dale Fox, Council Member                           Dave Godwin, Council Member                

Chuck Hawk, Council Member                    Andrew Hess, Council Member                 

Thomas Hilliard, Council Member                            

 

John Anthony, Solicitor                                  Kris King, Clerk-Treasurer

Michael Miller, Village Administrator

 

Mayor Mike Schwab asked if there were any additions or deletions to the March 4, 2019 Council meeting minutes.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to accept the minutes as read.  The vote: All yes

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to accept the bills in the amount of $ 404,333.05.  The vote: All yes.

 

Chuck Laney of the Fairless Linebackers Club made a presentation of their spring fundraiser.  The students are selling flowers and bags of mulch.  The mulch will be delivered to the purchaser and placed around their home so all they have to do is cut the bag and spread it.  The money will be going to help fund a three-day football summer camp at Mount Union College.  Mr. Laney made a proposal to the Village that the Linebackers will give the Village a special rate and have the students that can’t afford the camp come and spread the mulch to earn credit for their camp tuition.  He then thanked Council for their consideration to use this fundraiser and to help the students go to camp.

 

Fire Chief Colucy, Ray Heitger, and Anna Crawford from the Independent Newspaper were also in attendance.

ORDINANCE 26-2019: An Ordinance Authorizing the Adoption of an Employee 7.07 Village Telephones Policy was given third reading.

 

Councilman Godwin asked the VA to explain the policy.  VA Miller stated that the policy discussed phone etiquette, acceptable usage, and compliance with Village policies and the law.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to pass the legislation as presented.  The vote: All yes.

 

ORDINANCE 27-2019:An Ordinance Authorizing the Adoption of an Employee 8.07 Investigation of Employee Conduct Policy was given third reading.

 

Councilman Godwin asked the VA to explain the policy.  VA Miller stated that the policy outlines the investigatory process for all departments except the Police Department.  The PD follows the Lexipol process.

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to pass the legislation as presented.  The vote: All yes.

 

ORDINANCE 28-2019: An Ordinance Authorizing Permanent Appropriation for 2019 was given third reading.

 

Councilman Godwin asked if this was all we needed.  Clerk King replied that it is for the time being.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to pass the legislation as presented.  The vote: All yes.

 

Second Reading: An Ordinance Authorizing the Adoption of an Employee 1.11 Questions, Suggestions, & Ideas Policy.

 

Second Reading: An Ordinance Authorizing a Modification of the Fire Department Fee Schedule.

 

ORDINANCE 29-2019: An Ordinance Authorizing Remainder Requirements Electric Supply Contract for 2025-2027 (Cost not to exceed $ 37.00 per MWh; which does not include transmission costs, taxes, fees) and declaring an emergency was given second reading.

 

Mayor Schwab asked VA Miller to explain why this is an emergency.  VA Miller explained that the rates are down, and the market is volatile.  We need to go out and get the price locked in to protect our residents from possible rate increases.  This would lock in our prices until 2027.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to suspend the rule requiring three separate readings and bring the legislation forward for passage.  The vote: All yes.

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to pass the legislation as read.  The vote: All yes.

 

Second Reading – A Resolution Authorizing a Joint Application with Fairless Schools for a Safe Routes to Schools Travel Plan Development Project.

 

ORDINANCE 30-2019: An Ordinance Awarding a Contract forthe Completion of Curb & Gutter and Handicapped Ramps as a Part of the Seventh Street Improvement & Paving Project and declaring an emergency was given first reading.  This is needed to be passed as an emergency to get on the contractor’s schedule for the 2019 construction season.

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER HAWK and motion carried to suspend the rule requiring three separate readings and bring the legislation forward for passage.  The vote: All yes.

 

VA Miller reported that the project will be done in steps.  The curb and gutter need completed before the paving in order not to compromise the edge of the road.  Councilman Hilliard wanted to know what the south side of the street would look like.  VA Miller explained that there would be a handicap ramp and that is as far as it would go at this point.  Councilman Hilliard said that residents would not like seeing the Village spending money on the ramp that is attached to nothing.  VA Miller explained that it will be just one piece of the puzzle.  He stated that the County will be doing some work in that area that will provide for a base to extend a path beyond the ramp.

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to pass the legislation as read.  The vote: All yes.

 

Councilman Hilliard stated that residents will see $40,000 worth of curb and gutter but will not see the benefits of it for a while.  VA Miller stated he will check into quotes to extend beyond the ramp.

 

First Reading:  An Ordinance Adopting an Employee Policy 6.18 Political Activity.

 

Fire Department: Chief Colucy

 1.  167 calls to date

 

 

Solicitor Anthony reviewed the annexation process for the Village to be able to annex property that is owned by the Village but is not in the Corporation limits.  An ordinance will need to be created and surveyor’s plat drawing and legal description is needed to submit to County.  If all the paperwork is in order the County Commissioners should grant our request.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to enter into executive session to meet with Legal Counsel to discuss disputes involving the Village that are subject to pending or imminent court action.  The vote: all yes. 

 

The Mayor, Council, VA, Clerk, and Solicitor exited the room at 7:42pm and returned at 8:02pm.

 

COUNCIL MEMBER HAWK MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to exit executive session.  The vote: All yes.  No action was taken.

1.    Ohio Municipal League Bulleting – Suggests that municipal Councils urge Ohio legislators to approve Governor DeWine’s proposed 18₵ Gas Tax increase (sample resolution provided by OML; A resolution for Council to consider has been created based on this sample; Mayor urges Council to consider).

2.    OML has provided a “Transportation Infrastructure Funding Statement” for the public’s review that stresses the need for funding to repair Ohio’s roads and bridges.

 

VILLAGE ADMINISTRATOR: Mike Miller

Administrator’s report for period 3/5/2019 thru 3/18/2019:

 

• Community Reinvestment Area (CRA) – Residential. A meeting of the Brewster CRA Housing Council was held on Monday March 18, 2019 at 6:45 pm before Council meeting. The agenda was for the Housing Council to verify the properties have been inspected and that the abatement should continue or be terminated.

 

• Community Reinvestment Area (CRA) – Brewster Dairy. The process for submitting the Village’s annual report for commercial abatements (Brewster Dairy only active commercial abatement) is different than that for residential CRA abatements. The abatement must first be reviewed by a Tax Incentive Review Council (TIRC), which is established by Ohio Revised Code 5709.85 and Brewster’s enabling legislation to be made up of:

 

• Three representatives appointed by the Board of County Commissioners
• Two appointed by the Mayor with the concurrence of Council
• The County Auditor (or their designee)
• A representative from the affected Board of Education in the CRA (Fairless)

 

The Tax Incentive Review Council (TIRC) met “today”, Monday March 18^th, 2018, and made a recommendation to continue the tax abatement in place for Brewster Dairy. After the TIRC meets and makes a recommendation on Brewster Dairy’s CRA Tax Abatementto accept, modify, or reject the current CRA tax abatement, Council needs to vote on that recommendation. That vote must take place before March 31, 2018, so that the annual report can be submitted to the State of Ohio.

 

• 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.
• Electric Remainder Purchase.  AMP has submitted legislation to authorize the Village Administrator:

 

… to execute the Remaining Requirements Energy Supply Schedule and to acquire the Municipality’s energy from Long Term Energy Purchase(s), with a term beginning on January 1, 2025 and ending no later than December 31, 2027, and with a third party contract price (excluding any taxes, transmission costs, replacement energy, losses, congestion costs, security costs, or AMP service fees) not to exceed $37.00 per MWh, and …. to execute and deliver any and all documents necessary to participate in Long Term Energy Purchase, pursuant to the conditions set forth herein, as set forth in the Remaining Requirements Energy Supply Schedule.

 

While reviewing our electric rates with Courtney and Associates, it was noted that the market MAY still be favorable to locking in Brewster’s remainder needs beyond 2024 at an attractive price. Brewster has locked in two (2) remainder contracts in the past couple of years: the first remainder contract was from 2017 – 2021 from BP for a net price of $32.91 / MWh. The second remainder contract was from 2022-2024 from Excelon for a net price of $29.47/MWh. The two (2) of the last three (3) purchases that I have brought to Council have been remainder contracts, which do not obligate the Village to purchase, and have locked in lower rates. Participation in AMP projects or buying blocks of power require that the power be purchased.

I have consulted with Courtney and Associates, who have stated that the projected prices look attractive, and concur that the Village will first need to approve and execute a new remaining requirements agreement with AMP for the 2025-2027 period before they will obtain actual quotes. They also indicated that they would be more than happy to review the quotes once we receive them from AMP.

 

 

• 2019 OPWC Grant Application – East Main. We have received notification that we will receive funding from the Small Government Program through the Ohio Public Works Commission. The Small Government Program is specific to villages and townships with populations in the unincorporated areas of less than 5,000, and has its own methodology separate from what the District 19 Integrating Committee used to originally score our application. This is the same process/program from which we received funding for the 7th Street Improvement and Paving Project last year. We will not have to supplement our original application. The funding won’t be available until after July 1^st.

 

• MRF - Elton Street west of Wabash. Street Superintendent Rick Patterson and I had met with the Stark County Engineer’s Office Friday February 15^th to finalize plans for paving Elton Street west of Wabash this summer with Brewster’s MRF allocation of $82,821. An agreement was reached to include Elton Street west of Wabash, how it is to be treated, and that Brewster would enter into a formal agreement similar to what we did in 2017 to have the County Administer the project. However, in negotiating an agreement there was a difference of opinion of how to pay for any cost above the Village’s MRF allocation of $82,821. The language proposed by the Stark County Engineer’s Office had the Village paying 75% of any cost over $82,821, which meant that the Village would be paying to pave the County’s portion. The County took this position because it felt their portion could be put off. As a result, the Village will be adding Elton from Route 93 to the west corporate limits to its 2019 paving program.

Ø  7th Street Improvement & Paving Project - Curb and Gutter – As Council is aware, we bid alternates for curb & gutter, sidewalk, and handicapped ramps with the 7th Street Improvement and Paving Project. Superior was NOT low on those items. We could not bundle those items with the base project to determine low bidder because of the OPWC Grant. Our award of a contract to Superior Paving & Materials did not address the alternate bid for curb and gutter.

 

The Safe Routes to Schools Plan (that Council approved includes adding curb and gutter (850 lineal feet) and handicap ramps on the north side of 7th Street between Park Drive and Amherst so that school children could safely walk or bike to school. The Safe Routes to Schools Plan was endorsed/supported by Council, with legislation unanimously adopted November 19, 2018 – just 3 months ago.

 

A concern has been raised regarding why small portions (or tasks) are being done separately rather than as part of one large project. The answer is cost. The overall cost of all the tasks of the Safe Routes to Schools Plan, if done at one time, would be prohibitive. The SRTS Application just submitted to ODOT would only cover some of the tasks on Park and Route 62, and the estimate is $491,000. The Main Street Project we are receiving funding for and includes curb and gutter is estimated at $104,550 (including paving). This is similar to revising the Employee Handbook, where we accomplished the revision is small steps. Another analogy is that the Safe Routes to Schools plan was not envisioned as developing a photo, all coming together at once, but as a paint by number with areas being filled in a little at a time.

 

As we pointed out in our SRTS Application we just submitted to ODOT, many of the tasks identified in the Safe Routes to Schools Plan have been or are already being implemented to build towards the ultimate completion of the plan. Brewster has already installed a new RFB cross-walk sign on Route 62 at Village expense; the School Speed zone flashers have been updated, and one was relocated, at Village expense; an additional RFB cross-walk sign has been purchased for 7th Street by the Village, that we intend to install once 7th is repaved this summer; an OPWC application to improve Main Street, including crosswalks and curbing (that was identified in the SRTS Plan as necessary for safety for students walking to school) was submitted; and we submitted a MRF application for curb and gutter on a portion of 7th Street, that also was identified in the SRTS Plan as necessary for safety for students walking to school. The curb and gutter bid completes two (2) more tasks listed in the SRTS Plan Council adopted.

 

Once the curb and gutter are in, the plan is to apply for trail funding and/or work with Stark County Parks to install sidewalk or trail as appropriate behind those now protected areas.

 

The absolute low bidder on the curb and gutter was Central Allied, at $35,700.Central Allied has agreed to honor that price separately. I have consulted with the Clerk-Treasurer and Mayor, and we have identified where the funds would come from to do that work. I passed out a table on March 4^th that shows how the curb and gutter fits in with the other paving and projects for 2019. We can do everything we planned to this year (7^th Street Improvement and Paving Project (OPWC), East Main Street Paving Project (OPWC), Elton Street West Paving (MRF), 7^th Street Repair, 7^th Street Curb and Gutter, Storm Water Improvements (catch basins on various projects), and the 2019 Paving Program within the budget. (Note: The Village has an MRF application for $36,975 in that amount would cover the cost for the 850 of curb and gutter identified in the SRTS Plan.)

One additional consideration that we need to keep in mind is continuing our access and our success in obtaining grants and/or funding. The Village of Brewster applied for and received a grant for the majority of the cost for a Community Transportation Planning Grant to complete the Safe Routes to School Plan. The funding was through SCATS (Stark County Area Transportation Study). We received a communication from SCATS early this year, prior to applying to ODOT for SRTS infrastructure funding, essentially reminding us that they didn’t want to see the SRTS Plan sit on a shelf. SCATS wanted to see Brewster actively working to implement the SRTS Plan. In addition to SCATS funding, RPC (Regional Planning Commission), which SCATS is part of, also oversees other grants/funding such as MRF grants (we received two (2) in last two (2) previous years), OPWC District 19 and OPWC Small Government (we received two (2) in the past two (2) years, plus expect to receive a third this year). We have been successful in obtaining grants and funding in part because we have followed through on our commitments and completed those commitments in a timely fashion.

I am recommending to Council that it award a contract to Central Allied in the amount of $35,700 to install curb and gutter and handicapped ramps on 7^th Street between Park Drive and Amherst (contingent on unit costs and final unit amounts) on an emergency basis so that the work can be timely completed prior to the 7^th Street Improvement and Paving Project.

• Stark-Tuscarawas-Wayne Recycling District – Yard Waste Host Block Grant 2019.  The Stark-Tuscarawas-Wayne Recycling District has approved 2019 Yard Waste Host Site Block Grant funding for the Village of Brewster. They have indicated that if Brewster wishes to participate in the program again this year that the agreement will have to be signed and returned by Friday, March 29, 2019. It is in the amount of $10,810, $393 more than last year’s block grant. We can discuss this but based on our past discussions of this subject unless Council objects I intend to sign the agreement prior to the cut-off date.

One additional item they inquired about is when the site will be opening. Since the contract is to be effective April 1^st, I intend to open the yard waste site up to residents of the Stark-Tuscarawas-Wayne Recycling District on that date and keep the same hours we have been using for Village residents.

• Stark-Tuscarawas-Wayne Recycling District – Yard Waste Host Block Grant 2018. There are some unused 2018 funding from other yard waste sites. Since Brewster reported hauling expenses exceeded last year’s block grant amount, the Board has determined that Brewster can be granted additional funds for last year’s block grant, contingent upon submission of the appropriate paperwork. I will be submitting the appropriate documentation to receive the additional $393.
• Electric Mutual Aid. The Electric Department employees and I attended a presentation by AMP that went over the processes for requesting, responding to a request, and billing for mutual aid for electric emergencies in Wadsworth. It was informative, and as soon as AMP forwards a copy of the PowerPoint I will share it with Council. We will be reviewing and improving our processes and become better prepared as a result.

 

• Statewide Tornado Drill Part of Awareness Week - As a reminder from the last VA Report, as part of Severe Weather Awareness Week, as coordinated by OCSWA, the state of Ohio will participate in a statewide tornado drill and test its Emergency Alert System on Wednesday, March 20 at 9:50 a.m. During this time, Ohio counties will sound and test their outdoor warning sirens. Schools, businesses and households are encouraged to practice their tornado drills and emergency plans.

 

• Safe Routes to Schools – Grant Application. The application was submitted March 5^th, 2019 and acknowledged.

We have been invited to attend the Selection Committee Meeting, taking place on April 22nd. This will be an opportunity for us to give a 10-minute presentation about our application and address any questions or comments about our project.

Our district SRTS coordinator will be in touch with any questions ahead of the Selection Meeting, so that you are able to address them in your 10-minute overview.

A typical presentation is no more than 10 slides, including:

-              Existing Conditions – including an aerial photo

-              Project plan and cost – including countermeasure map(s)

-              Evidence of need

-              Project management (phases included in request, etc.)

-              Address committees’ pre-submitted questions/comments

We will be making the presentation in person rather than over the phone (using Skype).

I will keep Council up to date on the application status.

 

• Street Sweeping. We have one (1) quote for street sweeping, which is set forth below.

 

	Buckeye Sweeping 2018 Proposal	Reilly Sweeping 2019 Proposal	Reilly Sweeping 2018 Prices
Spring Sweeping - Initial	$3,500	$2,441	$2,370
Before Memorial Day	$2,700	$2,441	$2,370
Before July 4th	$2,700	$2,115	$2,053
Before Labor Day	$2,700	$1,793	$1,741
TOTAL – 4 SWEEPINGS	$11,600	$8,800	$8,534
End of Year	$1,793	$1,741
TOTAL - 5 SWEEPINGS	$10,593	$10,275

 

Buckeye only quoted four (4) sweepings in 2018 but was still higher than five (5) sweepings from Reilly. Reilly has a slight increase from 2018.

 

It has been requested by a Council person that we take a little different approach to street sweeping this upcoming year. First, it was suggested that we get small signs that can be reused that would say street sweeping tomorrow please move your vehicle off the street or face possible ticketing from 6:00am to 6:00pm. It was suggested that it will remove more the half or even more of the vehicles as opposed to our current method of placing a notice on the bills and on village sign at city hall. We can try, but because BOTH sweep in one (1) day, residents can’t move their vehicles to the other side of the street, and in many areas, there is not enough off-street parking, which is why the vehicles are on the street in the first place.

 

A Council Person also suggested that they need a water truck that sprays right in front of them. We provide water, and the sweeper has the ability to spray. While it was stated that Navarre streets looked a lot better than ours, Navarre uses Reilly Sweeping as well, and Reilly uses the same sweeper and the same process in Navarre as in Brewster (i.e. notices – no signs) as we do.

 

• Employee Handbook Policy. During the Local Government Officials Conference, in the Session entitled Top Ten Audit Comments, one of the slides addressed “Policy Deficiencies”. That slide specifically mentioned lack of a Prohibited Political Activities Policy being a potential internal control issue. The addition of a Political Activity Policy was discussed with Council recently as well.

 

I have provided a copy of my draft of the Political Activity Policy. I have also provided a copy of the relevant Ohio Revised Code Section and the Ohio Administrative Code Section from which the policy is taken.

• Electric Department – Safety & High Winds. We have had a second occurrence in the past few weeks of high winds in our area. We had one (1) home service that was affected, but our distribution system was unaffected. There was damage to a feeder line to the east of the Village that was not repaired when I wrote this and was anticipated to take 24 hours to repair.

We are using the APPA (American Public Power Association) safety handbook to identify when it is safe (or unsafe) to make repairs in windy conditions.

• 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:

 

               Equipment Bidding: Complete. GPD is finalizing contracts.

                Construction Bidding Plan:

• First advertisement scheduled AFTER Council decision to award contract for equipment for Substation Project (or not)
• Early June or after – open bids for construction for Substation Project
• Late July or after – Council awards contract for construction for Substation Project

 

               Electric Rate Study and Rate Adoption Plan: Complete.

Financing Plan: We are now looking at being on AMP’s March agenda.

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.

 

• Equipment Purchase – Boring Machine. The Water Department and the Electric Department have conferred, and ultimately decided to make a joint purchase of a boring machine that will allow the Village the ability to:
• For water to install or replace water services to our turn-offs
• For water to allow us to bore under roadways so that we don’t need to dig across the road and saving on asphalt and reduce the number of roads we tear up
• For electric to install electric lines without cutting down trees (i.e. extension of decorative lighting downtown)
• For storm drain lines to be tied into Village storm lines without digging up sidewalks and or roadways.

It has the ability to bore 3-inch holes or 4-inch holes. The Electric Department already has equipment suitedto track the “mole” so that we are better able to directionally drill. The cost is just over $9,000.

 

• Electric Department – Downtown Street Lighting. One of the projects that I would like for the Electric Department to complete this year is adding to the existing decorative street lighting that has been installed on Wabash from the underpass south to 4^th Street. We have a price for the lights ($17,615.20), and with the purchase of the Boring Machine the Electric Department we will be able to install the electric lines underground that are necessary for the decorative lighting without cutting down trees. This would be a one (1) block extension, from 4^th Street South to 5^th Street South. There will be some additional cost for wire, and of course the labor to install the lighting, but as I understand it, it was always the intention of the Village to continue to extend the decorative lighting beyond the current footprint.

 

• Spring Clean-Up. We are seeking a price from Miller’s to do Spring Clean-Up. Last year the clean-up occurred Saturday May 19^th on the north side and Monday May 21^st on the south side. Any items had 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.

Last year the price was $4,950. In the past we were able to get competitive prices from Meta Waste, but as Council is aware they went out of business. Meta Waste’s quote in 2017 was $7,000. A change would be NO building materials accepted versus large quantities of building materials acceptable last year.

 

We should be able to set dates for Spring clean-up at the April 1^st Council meeting.  Currently looking at May 18^th & 20^th.

Councilman Hilliard stated a resident called him to report that someone dropped off several TV’s at the recycling center.

VILLAGE MAYOR: Mike Schwab
1.            Update on Governor DeWine’s Proposed 18₵ Gas Tax Increase

• Council may Recall: Governor DeWine proposed increasing the current 28-cent tax to 46 cents, roughly $1.2 billion and that would split between ODOT and local governments.  Under the proposal the 18₵ increase would be indexed to inflation; in the Governor’ proposal Brewster’s share of the Ohio Gas Tax would increase from $ 87,680.00 in 2019 to $ 151,441 in 2020
• The Ohio House approved legislation for a 10.7 cents gas tax increase, spread initially over the first three years that would include a $ 200 registration fee on electric cars, $ 100 on hybrid cars, and would dedicate $ 70 million of the new revenue to public transportation rather than DeWine’s proposed $ 40 million 
• The House Bill is now before the Ohio Senate and the Senate has proposed to reduce the amount and tie the approval to an income tax cut

2. Project - Annexation of the Solar Field Property – Parcel #10010433

• Solicitor Anthony outlined the Annexation process this evening during the Solicitor’s segment
• A Surveyor’s Plat and Legal Description is required to accompany the petition submittal to the Stark County Commissioners
• AMPOHIO/NextEra employed a surveyor from GPD to survey the solar field property to provide the Plat and Legal Description to record the Lot Split for the purchase of the 13.689 acres of land
• I spoke with Jim Karing of GPD on Thursday and he will contact Stark County RPC to review the local annexation process and then provide us with a quote for GPD’s services
• I request Council’s permission to have the Annexation process to begin for Parcel #10010433

                This will include:

                Annexation petition submittal and recording of the annexation with the County

2. Council’s creation and approval of legislation authorizing the annexation to be made and directing the Village Solicitor and Village Administrator to undertake the proceedings necessary to complete the annexation.

• [Note: The Village Planning Commission is currently considering the creation of an Agricultural Zoning District that may be applicable to Parcel #10010433 when annexed]

• March 18^th - Village Clerk advises that the available balance in the Fire Fund is at

$ 10,164.51

• As Council was advised on March 4^th a freeze has been declared on any expenditures from the Fire Fund for training and non-emergency repairs or purchases of equipment or vehicles until further notice; no revenue is expected until early April which should be a portion of R. E. taxes from the fire levy

4.            Welty Cemetery on SR 93 south of Brewster

• On March 4^th Council was advised of a proposal by two members of the Welty Cemetery Board for the Village to assume responsibility for the operation and maintenance of Welty Cemetery
• Welty Cemetery is outside of the Village corporation, approximately a mile South of Brewster, and is 5.5 acres in size (originally 2 acres of land with 3.3 new acres added in recent years)
• May I ask Council “Is any interest in discussing the proposal with the Welty Cemetery Board?”

5.            Village Natural Gas Aggregation Report – 4^th Quarter 2018

• Consultant Independent Energy Consultants reports that monthly average in October, November, & December of 2018:

1. Average of 454 residential and 22 Commercial customers in Brewster the three months

2. Residential usage = 2,997,000 cu. Ft. each month & Commercial = 183,000 cu. Ft. per month

3. Those customers saved a total of $ 4033.31 for those three months by using aggregation plan

 

6.            Project - Advanced Metering Infrastructure (AMI) Review Update

• In 2019 Presentations have been made by AMP, Sensus, & Aclara, Eaton and we met with Honeywell on March 7^th
• I believe we are in a position to move forward with smart meters in the Village; intent is to concentrate on setting up an AMI system for the Village Electric Utility meters first with the installation of smart water meters to accommodate water and sewer billing at a later date

7.            ODOT Meeting at Village Hall on March 12th

• The VA, Supt. Patterson, and Mayor met with the ODOT District 4 Deputy Director John Picurri and Capital Projects Administrator Gery Noirot to review ODOT’s 2019 plans for Brewster
• The ODOT Reps advised that a contract for paving SR 93 through Brewster will be let for Bids in May of 2018
• The work will include the repair of six catch basins, the removal/grinding of 1 1/4 inches of asphalt, and repaving with a similar amount of asphalt (a new, superior mix of asphalt)
• Work is slated to be completed before November of 2019

 

• Chief Creter, Capt. Taylor, and Asst Fire Chief Mohler accompanied by VA and Mayor met with officials from Brewster Parke about response to BX Parke in an emergency situation
• The hour meeting touched on available resources for emergency responses including evacuation
• A mock disaster involving Brewster Parke is being planned for later this year.

9.            2019 Mosquito Treatment

• My intent is to contract with Stark County Health Department this Summer
• Under a contract with the County:

1.    They schedule and advertise spraying every two weeks, but spray as Brewster needs

2.    Spraying can be based on their setting traps to evaluate the number of adult mosquitos

5.    They charge $ 34.00 per mile; with 14 miles of Village roadways that will equal $476 per spraying     

6.    Village’s potential cost if Street Dept does spraying

                          A 55-gallon drum of chemical = $ 10,000

                          Each spraying by Village crew takes 3 - 4 hours of overtime

                          Wear and tear on Village equipment

and is setup to do this on a professional, daily basis with personnel devoted to spraying

 

1. Planning Commission March 28^th Agenda

• Review of Sidewalks, temporary buildings, and B-1 and B-2 District regulations
• Review of proposed language to create an Agricultural Zoning District (in preparation for annexation of solar field property)
• Review of proposed language to establish Screening and Buffering regulations
• PC’s role is to provide recommendations to Council for its consideration

VILLAGE CLERK-TREASURER: Kris King
Fire Pay for 03/04/19-03/18/19 = $ 4,898.17.

 

I attended the Local Government Officials Conference on the 6^th – 8^th.  During my time outside of class I was able to attend a couple classes at the BWC Safety Congress.  That will satisfy one of the two outside credits required through required for the Stark County Safety Council. 

 

I’ve attached the ballot sample for the May election.  I believe it is satisfactory and what Council wished to be on the ballot.  I have until 2:30pm tomorrow to let the Board of Elections know if Council has any issues with the wording.

 

We are working on our third payroll through Paychex.  Until we have the Time and Attendance module up and running properly, we have to do a lot of manual calculations and journal entries.  We have a skeleton of the time and attendance and we are working to fill in the special items that go with local government and our retirement systems.  We have to set up the chart of accounts yet in order to be able to import the data.  We are also working with the employees to get them set-up and clocking in and out.  The office employees are up and running on it.  There is still much work to complete. 

 

Please take the time to review and sign the check registers on the table.

 

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. Fire Safety Committee met this evening at 6 pm

2. Public Records Commission met this evening at 6:30 pm

3. Community Reinvestment Area Housing Review Committee met this evening at 6:45 pm

 

• Street, Alley, Curbs, Sidewalks Committee meets at 6 pm on Tuesday, March 19 – 2019 Plans
• Village Tree Board meets at 6:30 pm on Tuesday, March 19^th – 2019 Plans
• Planning Commission Meeting on March 28th at 7 pm – Review of Village Zoning Code
• April 15 at 6 pm – Council of the Whole - Discuss compensation for Village Clerk’s 2020-24 term
• April 20^th – Recreation Board - Annual Easter Egg Hunt at Noon in Bimeler Park
• Fairless Student Council Mothers’ Day 5K Race – May 11^th at 8:30 am in cooperation w/Brewster PD

EXPENDITURE REQUESTS from past Meetings:

2.    Donation Request Application: Fairless Youth Baseball & Softball Association

Council Committee (11/05): Proposed Trash Aggregation Program; VA provided a revised Draft for review 01/22/2019.

 

Tabled at Second Reading: Approve Compensation for Village Clerk-Treasurer Effective April 1, 2020.  A Finance Committee meeting is scheduled for April 15^th at 6 pm to review.

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried for the creation of legislation authorizing the annexation to be made and directing the Village Solicitor and Village Administrator to undertake the proceedings necessary to complete the annexation.  The vote: All yes.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to continue residential abatement for two properties in the Village under the Community Reinvestment Area Program for 2019.  The vote: Fox, yes; Godwin, yes; Hawk, yes; Hess, yes; Hilliard, abstain.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to donate $100 for the Mother’s Day 5K Walk from the Recreation Fund.  The vote: All yes.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to continue Brewster Cheese’s abatement under the Community Reinvestment Area Program for 2019.  The vote: All yes.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to pay the Fire Pay for 03/04/19-03/18/19 at a cost of $4,898.17 from the Fire Fund.  The vote: All yes.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER FOX to have the Village, Police Department, and Fire Department sponsor three holes at $75 each at the Zach Grass Memorial Golf Outing.  The vote: All yes.

 

Councilman Godwin wanted to mention again that the kids will spread the mulch if the Village purchases it from the Linebackers Club.

 

Councilman Hilliard brought up Welty Cemetery and how it is supported.  Councilman Hawk is involved with the cemetery in Tuscarawas Township and explained that the sale of lots supports the upkeep.  After the lots are all sold then the upkeep is supported by money that has been set aside of the years.  After that is gone then it would be up to the Village to maintain it.  Councilman Godwin doesn’t think it is a good idea.  Councilman Hawk doesn’t see the advantage for the Village.  Solicitor Anthony stated he thinks the County Commissioners would be responsible if it were abandoned.  He will review the Ohio Revised Code and other State statutes and report back at the next meeting.

 

VILLAGE SPEAKS: Communications Received by Council members from Village residents

 

Ray Heitger asked if they didn’t set off the second tornado siren to let everyone know it was safe to come out of the basement.  He stated they did in the past but didn’t hear it this time.  Mayor Schwab will check with the Fire Chief.

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to adjourn the meeting at 8:45 PM. The vote: All yes.

 

 

Respectfully submitted,

 

____________________________________________________

Kris King, Clerk-Treasurer

 

____________________________________________________

Mike Schwab, Mayor