April 16, 2018 - Meeting Minutes

MINUTES
BREWSTER VILLAGE COUNCIL
APRIL 16, 2018
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                 
Tom Hilliard, Council Member                      Sydney Radich, Council Member                              
  
VILLAGE OFFICIALS:
John Anthony, Solicitor                                  Kris King, Clerk-Treasurer
Michael L. Miller, Village Administrator 
 
MINUTES FROM THE APRIL 2, 2018 REGULAR COUNCIL MEETING:
Mayor Mike Schwab asked if there were any additions or deletions to the April 2, 2018 Council meeting minutes. 
 
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER FOX 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 $ 98,204.90.  The vote: All yes.  Councilman Hilliard asked if the departments limit their purchases at Menard’s to when the 11% rebate is in effect.  The VA stated they make purchases as needed and the Clerk stated the Village takes advantage of all available rebates.
 
AUDIENCE:
Louie Carroll, 830 East 7th St., is requesting that East 7th Street have the speed limit reduced to 25 MPH.  Councilman Hilliard stated that every other street except Route 93 is 25 MPH and he would like the Mayor and the Police Chief to take a look at it.  There was discussion on the vehicle speeds increasing after the road gets paved.  Councilman Godwin asked about the dip in the road where the water lays and the VA stated he and the Mayor have already addressed the situation.
 
Police Chief Creter, Ray Heitger, and Fire Chief Colucy were also in attendance.
 
CONSIDERATION OF ORDINANCES:  Titles of each read by Solicitor John Anthony
Second Reading: An Ordinance authorizing the Modification of 76.04 Parking Prohibitions to add Fire Lanes and Modifying the Penalty Clause.  Councilman Godwin asked if it was illegal for parents to sit in the fire zone while waiting for their children to come out after practice.  Chief Creter stated that was in violation of the law.  Councilman Hilliard stated the drivers aren’t in the cars and the ambulances aren’t able to get through at times.
 
Second Reading: An Ordinance authorizing an Amendment to Ordinance 76-2017 Fire Department Fee Schedule for Patient Lifts at Extended Care Facilities. 
 
From Mayor - First Reading: Authorize an Agreement w/NextEra & AMP to Accept 13.968 Acres at No Cost to Village (Solar Field site)
 
From Mayor - First Reading: Authorize an Agreement w/GPD for Engineering, Bidding, & Oversight Services for a Southside Substation Improvement Project.  Councilman Hilliard stated he wants to make sure the Village is getting back what it is paying out for the project.  VA Miller explained the 2.3-million-dollar substation improvement project will allow Brewster Electric to have the ability to supply power for the future and for expansions of local businesses and also work to be done on the substation and not have the entire town lose power.
 
From Mayor: First Reading/Emergency: Authorize an Amendment to Resolution 74-2017 to increase the 10% Match for the Community Transportation Planning Grant Study (increases it from $ 2500 to up to $ 2800)
 
RESOLUTION 16-2017: A Resolution Authorizing an Amendment to Resolution 74-2017 to increase the 10% Match for the Community Transportation Planning Grant Study and declaring an emergency was given first reading.
 
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to suspend the rule requiring three separate readings and bring the legislation forward for passage.  The vote: All yes.
 
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to pass the legislation as presented.  VA Miller explained that the Village received more grant money than expected and thus the Village match needs to be increased. The vote: All yes.
 
MUNICIPAL DEPARTMENTS:
Police Department: Chief Keith Creter
Monthly Report: There have been 1117 calls through 03/31/2018.
 
The department is purchasing 8 Glock 17’s along with magazine pouches and holsters at a cost of $3,615.  This will save the department on ammo by having everyone using the same gun model.  The duty ammo also has to be changed out every two years for safety.  The equipment supplied to each officer will be required to be returned if they leave the position, and that a written policy addresses the circumstances.
 
The department is currently investigating a break-in at the Brewster Friends Church.
 
Detective Taylor had the first taser deployment in the village on a meth user.  Chief Creter went on to discuss that the heroine use is down but there is some very potent meth being used currently in the area.
 
Fire Department: Chief Chris Colucy
There have been 230 calls for 2018.
 
The department expects the delivery of the new ambulance on Wednesday, April 18th.  It will go into service as soon as it arrives and the loaner from North Lawrence will be returned.
 
Chief Colucy, VA Miller, and Mayor Schwab took a tour of the new $5.1 Fire Station in New Philadelphia.  Chief Colucy explained many of the features that aid in the prevention of cancer from fighting fires. 
 
The VFD Meeting at Fairless Auditorium on April 10: Cancer Concern for Firefighters was enlightening; the job presents numerous hazards that relate directly to health issues for firefighters; any municipals first priority is the safety of its biggest asset – personnel.  Chief Colucy thanked the Mayor and Councilmen Hawk and Hilliard for attending the meeting.
 
The Chief is requesting the appointment of Jared Baer & Logan Gainey as Probationary Firefighters pending background checks, physicals, and drug screens; Mr. Baer has prior experience with an FD & has successfully completed Basic Firefighter and EMT training. 
 
An EMS Collection Report for 2016 and 2017 from EMS Coordinator Jen Mohler was provided to Council.
 
The Chief provided a quote for the purchase of 30 new hoods at a cost $80 each.  They are made of a different material that helps keep the carcinogens off the firefighters and would allow each firefighter to have a second clean hood.
 
The Department would like to purchase a Lucas machine.  It is an automatic chest compression device to administer CPR.  The Chief stated this machine will save lives and wants it as soon as possible.  The cost is $13,451 for the machine and $5,834.40 for the 5-year service contract.  Chief Colucy stated he applied for a Firehouse Grant but it was denied.   Councilman Hilliard said the association was going to pay for it but the Chief decided to ask the Village to split it 50/50.
 
The Pumper grant application to FEMA was denied in the first round.  No explanation was given.
 
Asst. Chief/Paramedic Jen Mohler has been teaching CPR for the railroad employees.  There was an incident in the railyard where a man’s life was saved because of the class.
 
Councilman Hilliard asked about the tornado alarm Sunday night.  He stated he could barely hear it at his house and that it was about ten minutes late.  Chief Colucy stated that RED Center sets off the alarm, the Fire Department has no control over it.  Councilman Hilliard wants the siren raised at least another 10 feet.  VA Miller stated that may not solve the problems and it needs to be studied because this may create dead spots that will not be able hear it.
 
VILLAGE SOLICITOR: John Anthony
Solicitor Anthony reported Ohio traffic laws as it relates to horse drawn vehicles.  65% of traffic deaths occur on rural roads.  50% of those are on country roads.  There over 120 buggy accident deaths per year.  Buggy’s average 5 – 8 MPH.  They have restricted vision, they don’t have signals that inform other vehicle drivers of turning, and most of the accidents involve a rear-end collisions.  Ohio Basic Code 45.1311 states that buggies are required to have one of the three following items: one lamp on the front that is visible for 1000 feet, two(red) lamps on the back that are visible for 1000 feet, or reflective material along with a slow-moving vehicle emblem.
 
Solicitor Anthony discussed the sale of Village personal property.  The first requirement is that it is no longer needed by the municipality.  ORC 721.15, Section 8 states that if the estimated value is under $1000, it can be sold without competitive bidding.  If it is estimated to be worth over $1000, then an ordinance must be created and it must either be sold by competitive bidding or through an internet auction such as eBay as long as an ordinance has been passed yearly for internet sales.  The item can also be used for a trade-in or sold to another municipality.
 
COMMUNICATIONS:
2018 Safe Kids Day at Fairless High School on Saturday, April 21st 10 am to 1 pm; provided by Stark Health Department’s Safe Kids Program assisted by EMS Coord. Jen Mohler, Brewster Fire, & Brewster Police Department.               
 
OML: Summer Regional Conference at Football HOF on Saturday, June 29th.  Any Council Members that wish to attend should contact the Clerk.
 
VILLAGE ADMINISTRATOR: Mike Miller
Administrator’s report for period 4/3/2018 thru 4/16/2018:
 
  • Employee Handbook Policies. Recently, I attended a seminar that included a presentation on the top policies that should be reviewed and/or included in an employee handbook. In addition, there was a presentation on the effects of off-duty conduct. The good news is that most of what was presented Brewster has already updated.
 
The first policy is 6.08 Pregnancy & Nursing Breaks. The policy covers treatment of pregnant employees, including leave requests, accommodation, and additional considerations. It also moves the requirements for nursing mothers into this policy from breaks (current language).
 
While we do not have an employee that currently would be covered by the policy, in the event that a complaint would be registered with the State of Ohio or the Federal EEOC, often they request copies of other policies in addition to “relevant” policies, so it is beneficial to have this policy in place for that reason in addition to being prepared should the circumstances arise.
 
The second policy is 6.17 On-Duty and Off-Duty Conduct. As stated in the purpose section, how the public views the Village of Brewster and its employees, and the opinions and attitudes that the general public has toward Village of Brewster and its employees, may be determined and/or altered for a long period of time by the actions of a single employee. Employees are public servants. Public servants are held to a higher standard of behavior. There may be in the public’s perception no clear line between an employee’s work and personal life – the Village and its employees may be judged not only by employee’s on-duty conduct, but by their off-duty conduct as well. The policy follows the recommendations presented at the seminar, as well as court decisions on the subject.
 
Therefore, I am requesting that Council adopt 6.08 Pregnancy & Nursing Breaks and 6.17 On-Duty and Off-Duty Conduct policies on a non-emergency basis, make them codified ordinances in Chapter 38 EMPLOYEE REGULATIONS of our Codified Ordinances, and add them to our Employee Handbook. 
 
  • Substation Upgrade/Expansion. As Council is aware, we have been meeting withGPD to finalize a proposal for engineering services to prepare detailed plans and specifications for improvements needed at the substation to meet the projected demands of the Brewster Cheese expansion, to improve reliability, and to improve our ability to maintain the substation without requiring outages.
 
There are a couple of issues that should be addressed before I get to the proposal for engineering from GPD.
 
The first is the reason the upgrade/expansion is necessary. The Village has beenin close contact with Brewster Cheese regarding their expansion, which will require additional electrical demand requiring alterations to the substation and wiring. The problem with addressing their demand, or even regular maintenance at the substation, is that both would require lengthy periods that electric is shut off to the entire Village – outages not only for Brewster Cheese but Shearer’s, W&LE, and all our residents. As a comparison, if work needs to be done at your house to change out circuit breakers, the main power is shut down to do so. With a substation that concept is “supersized”, especially in time to safely complete the task. The proposed upgrade/expansion would add a second 69kVfeeder exit, a new 12kV feeder exit, a more versatile 12kV transfer bus with two (2) dedicated station reclosers, and an alternate path (in essence following the house comparison a second main feed and circuit breaker panel) so that the Village can work on one side of the substation while maintaining power to all Village businesses and residents. This redundancy is important for both our residents and our business customers.
 
The second issue I feel needs to be addressed is the method of choosing an engineering firm. Unlike virtually any other goods or services, the Village cannot choose an engineering firm based on cost. The Village is required to select an engineering firm based on qualifications. The Village has instituted prequalification requirements for professional design firms (engineering firms) seeking to provide services to the Village. The Village of Brewster has encouraged professional design firms (engineering firms) to submit statements of qualifications. Based on the Statements of Qualifications submitted, the Village ranked GPD highest based on: 
  • technical training, education, and experience of the firm's personnel, especially the technical training, education, and experience of the employees within the firm who would be assigned to perform the servicesfor our substation upgrade;
  • ability of the firm in terms of its workload and the availability of qualified personnel, equipment, and facilities to perform the required professional design services competently and expeditiously;
  • past performance of the firm with respect to such factors as control of costs, quality of work, and meeting of deadlines;
  • other relevant factors
 
At the point GPD was ranked most qualified to perform the required services, the Village began to negotiate a contract with GPD. The negotiations were to:
  • Ensure that GPD and the Village have a mutual understanding of the essential requirements involved in providing the required servicesas well as define the scope of the proposed substation improvements;
  • Determine that the firm will make available the necessary personnel, equipment, and facilities to perform the services within the required time;
  • Agreeing upon compensation which is fair and reasonable, taking into account the estimated value, scope, complexity, and nature of the services.
 
The Village has communicated and met with GPD to assure that there is a mutual understanding of the scope of services, and that the necessary equipment are available. The compensation has been negotiated as well, with the initial proposal for engineering for the design and construction oversight being $369,100. At this time, the agreed upon compensation for engineering for the design and construction oversight is $283,800. This reduction reflects both the fact that the Village undertook some of the tasks (completing additional soil borings and Geotech report, a new Phase 1 Environmental Site Assessment Survey, and a new wetland delineation studyat a cost reduction of approximately $13,000) and a reduction in the engineering compensation resulting in a “net savings” of approximately $72,300.
 
The current estimate for the actual equipment and construction is $2,335,900.
 
I am attaching the latest proposal from GPD.
 
I will be asking Council to pass legislation to approve entering into contract with GPD for engineering for the design and construction oversight in the amount of $283,800 in accordance with the attached proposal.
 
Some additional considerations for a project of this magnitude include:
  • Financing. I have had initial discussions with the USDA about financing the construction. Terms for financing the construction could be for a period of between 20 and 30 years. Once Council has discussed the proposed legislation, I will have more in depth discussions with the USDA as well as explore other options. In the meantime, we can afford to pay for the engineering out of the current Electric Department budget.
 
  • Effect on Rates. The cost of the Substation Upgrade/Expansion will be figured into the Electric Rate Study. That study should be completed before Council has to make a decision on awarding a contract and going forward with construction.
 
  • Commitment from Brewster Cheese. While the Substation Upgrade/Expansion doesn’t solely benefit Brewster Cheese, the impetus for it is Brewster Cheese’s planned expansion. I have reached out to Brewster Cheese to gauge whether they will make a commitment similar to what they did when the Substation was first built.
 
  • Community Planning Grant.As Council is aware, the Village applied for a 2017 Community Transportation Planning Grant with Stark County Regional Planning Commission - the Brewster Downtown to Fairless Schools Connector which was/is a study whose primary purpose was to develop a School Travel Plan to qualify for ODOT funding to connect the downtown to Fairless Schools. However, the Connector project has many concurrent purposes, such as becoming a corridor that not only is a path for students to safely walk to school, but also an initial phase to connect Village Parks by creating a Village wide connector loop. The Connector can also be constructed in a manner compatible with the Stark County Parks conceptual trail from Navarre through Brewster.
 
As Council is also aware, we received a grant. Thrasher has been awarded the contract. Stark RPC and Thrasher want to start immediately so as to be able to gather data while schools are still in session.
 
There is a small glitch. When we applied, it was understood that the Village would be eligible for grant ranging from $15,000 to $25,000, requiring a 10% match from the Village - $1500 to $2500. Council approved in ordinance 74-2017 obligating matching funds up to $2500. The total amount of the contract is $27,425.00; so Brewster’s 10% match at present is $2,742.50. (Brewster receives a net amount of $24,682.50 towards the study)
 
I am requesting that ordinance 74-2017 be amended on an emergency basis to allow the match of 10% to be increased to $2,742.50.
 
Steps that Brewster will take to assist the study to be completed are:
  1. Provide initial information to the Ohio Department of Transportation including school name and district, a lead contact and student address information for each school.
  2. Brewster and the School District will complete the parent surveys and school tallies for each school named.
  3. Brewster will assemble a Safe Routes to School (SRTS) team as stated in SRTS guidelines.  SRTS team members will include at least one representative for each E: Engineering, Education, Encouragement, Enforcement and Evaluation; and one representative from each of the following categories:  School, Community, Local Government, Health, Education and Public Safety.
  4. Brewster (in conjunction with the School District) will set up and provide meeting locations.
  5. The community SRTS team will assist Thrasher with gathering community specific information.
  6. Obtain support for the final school travel plan.
  7. Brewster will submit the final school travel plan to the Ohio Department of Transportation.
 
I have spoken with Fairless School Superintendent Broc Bidlack, who continues to support the study.
 
  • Waste Water Treatment Plant Event. On Tuesday, April 3, 2018, Village wastewater employees were called in to respond to a high-level alarm due to a culmination of the week’s previous rain events, snow melt, and an additional heavy rainstorm on Tuesday evening. Upon checking the collection system at various points in town, it was found that the system was surcharged in multiple areas, so the employees made the determination to return to the WWTP and begin bypass pumping to help relieve the system quicker. Their focus was on assuring that enough water was moved or diverted so that no homes or businesses in the community were flooded or damaged. They were successful in their primary goal, as throughout the event in protecting homes and businesses from sewer back-ups.
 
During the event, the WWTP experienced a few different electrical failures, one of which caused an important bypass valve to trip in the closed position preventing excessive water from being diverted rather than passed through the plant. We are still unsure as to what caused these failures. As a result, two important automatic level sensors were water damaged, which took (and still is taking) the WWTP SCADA system out of service. That failure has required the influent pump station be operated manually, around the clock.
 
Replacement parts have been ordered, and should be received, installed, and back in working order the week of April 16, 2018. Additionally, we are still working towards finding out what caused the initial problem, and will be implementing additional measures to alarm us sooner in the future.
 
  • Solar Project. A number of developments have occurred regarding the Brewster Solar Project.
  • Final details for the purchase of the Miller property have been reached
  • Fairless Schools has been informed that the final details for the purchase of the Miller property have been reached, and has finalized transfer of their property to the Village of Brewster
  • The transfer of the Fairless Schools property to the Village of Brewster will be recorded first as the first step
  • Once the purchase of the Miller property have been closed, the survey/plat of that purchase will be submitted simultaneously with the survey/replat of the Miller property and the Fairless school property to the Auditor, Recorder, and RPC. (Note: the Miller Property lies within Sugarcreek Township and therefore that purchase/replat must clear RPC)
  • Tree clearing at the drive entrance and at the location the electric line exits the solar facility have been cleared
  • NextEra is in contact with GPD to determine how the solar facility will interconnect with our distribution system
  • A meeting will be (was) held with NextEra, the builder/operator of the Brewster Solar Project on April 16th at 10:00 am to go over issues such as interconnection, construction laydown area, construction timing, and construction coordination with the school
 
  • Water Line Replacement. Village personnel have begun replacing approximately 670 feet of 8-inch water line on Chestnut from Wabash west to the North Water Tower, as well as the line on Tuscarawas from Chestnut to Harmon. We should have the project complete within a couple of weeks.
  • Yard Waste Collection Site.  The Village has signed and returned the 2018 Yard Waste Host Site Block Grant Agreement with the Stark-Tuscarawas-Wayne Joint Solid Waste Management District to receive $10,417 for operating the yard waste site.
 
The Village will receive an additional $2500 from the Yard Waste Drop-off Cleanup/Host Community Grant, which is a separate program and has a separate grant process/agreement. The good news is this funding was already approved by the District and 2018 is an extension year for the grant program, so the Village will not need to fill out anything in addition to receive that funding.
 
  • Electric on Elm. In January, we had an outage on Elm. After investigation, it was determined that the outage was due to an underground primary burning through on Elm. The underground primary is direct bury – not in conduit. This outage raised a number of concerns for future outages of a similar nature.
 
  • The primary underground wire is approximately 45 years old, as the apartment complexes were initiated in 1973.
  • We had 16 apartments that were affected for 8 1/2 hours in January. A similar number will be affected each possible future outage.
  • Because of its location in the distribution grid, a number of customers are affected until we can track down and isolate the outage.
  • Identifying where the outage is located is trial and error. A simple analogy is to compare the current underground distribution system to the old Christmas tree light strings – when one light goes out they all go out, and you have to remove and replace each bulb until you can find which one is causing the issue.
  • The fact that there was a failure in one of the direct bury underground wires could be a foreshadowing of future failures.
  • The portion affected last night was one of the shortest sections. Longer sections would take longer to repair. The initial underground feed could take up to a day in planned circumstances – longer in an emergency situation.
 
We have examined potential solutions and potential methods to proceed to minimize the possibility of future outages of a similar nature, and are proceeding with the most cost efficient and customer friendly way to address the situation. In the near future we will be:
  • installing new poles on the south side of Elm
  • run the power for the Elm apartments overhead from Wabash to feed the transformers for the apartments
  • move the street lights to the new poles on the north side of Elm
  • remove the existing street light poles on the south side of Elm.
 
  • Trees. I have prepared a preliminary list of trees to be removed (and stumps ground) for Spring of 2018.A number of the trees on the list will require sidewalk repair once they are removed, as the trees lifted and/or broke adjacent sections of sidewalk.  I ask that Council and residents contact me with any trees in the right-of-way they consider hazardous.
 
2018 Paving. We are putting together a list of streets to be paved early in 2018. We are constrained this year by the fact that $105,000 of our budget has to be set aside for the Village’s match for 7th Street, for which we were approved for OPWC at the District level. (OPWC has not yet been confirmed that funds are available for 7th Street, either at District or Small Government level).
 

Street

From

To

Square yards

Notes

Tuscarawas

Chestnut

Harmon

1,020

2017 PCR of 55 - Full rebuild

Curb & gutter

Grind/remove 12 inches

2 lifts of 3-inch base

1 lift 2-inch top

Includes intersection @ Chestnut

Park Drive

Main Street

7th Street

3,660

2017 PCR of 55

1 inch leveling coat

Willow

1st Street

terminus

571

lowest ranking 2017 PCR -50

pave 1 ½ inch

West Main

Wabash

McKinley

2,356

2017 PCR of 55

Partial curb & gutter

grind & pave 1 ½ inch

Jackson

Harmon

Barber

690

2017 PCR of 57

grind & pave 1 ½ inch

Includes intersection

Needham

Wabash

McKinley

1,148

2017 PCR of 57

grind & pave 1 ½ inch

Oak

Wabash

Tuscarawas

1,089

2017 PCR of 55

grind & pave 1 ½ inch

Jackson

Huron

South terminus

473

2017 PCR of 57

grind & pave 1 ½ inch

 
We plan to make use of the ODOT Cooperative Purchasing Program that allows the Village to use unit prices ODOT has established and solicit proposals from area contractors.
In addition, as we are in a sense restarting the paving program, we should reaffirm some basic principles that we will follow (exceptions can be made):
  • Where there is curb, the Village will repair or replace it if necessary
 
  • Where there is curb, the Village will maintain (or improve if possible) the curb reveal of a minimum 4 inches
 
Grind when it is required for
  • maintaining adequate curb reveal
  • maintain proper profile
note: Village may grind edges only if road profile allows
 
  • Where there is inadequate road base/profile (strength), either:
  • Build up the road
  • Rebuild the road with adequate base
  • Use another method to increase base
 
Councilman Hilliard had the following statements and questions:
  • Since Willow is such a small street, can it be chipped and sealed?  He requested the VA get a price.
  • Is Needham getting fixed all the way to the woods?  VA Miller stated just to the intersection.  Councilman Hilliard stated it needed to be done badly all the way.
  • Can something be done to the sidewalk in front of Taylor’s by the Methodist Church?  VA Miller stated he would take a look at it.
  • Are we going to leave the trailer by the “great wall” forever?  It is unsecure and with all the drug activity, can we have it torn down.  Solicitor Anthony stated you have to have a statement that it is structurally unsafe.  Mayor asked about a Sheriff’s Sale.   Solicitor Anthony stated there is something called a neighborhood initiative that could be looked into.  The VA also mentioned the Land Reutilization Program.
  • When will the north side light be fixed?  VA stated the contractor that cut the road thought it was deeper and cut the line.  Being as the waterline is being replaced, they are trying not to fix it twice.  It will be fixed with the waterline replacement.
  • Is the Waste Water Treatment plant fixed?  VA Miller stated the employees are covering in shifts 24/7.
 
Councilman Godwin asked the VA if the only ordinances that needed motions were for Employee Handbook Policies 6.08 and 6.17?  VA Miller replied that was it.
VILLAGE MAYOR: Mike Schwab
1.            Quick Review - Ohio Liquor Control – Application for a C-1 (Beer Carry Out) License at Station Restaurant
  • The new owner of the Station Restaurant, Loran Soliman, has made application for a C-1 (Beer for Carry Out Only) at the Station Restaurant location
  • Per Council’s direction Ohio Liquor Control has been advised that Council objects to the permit and requests a hearing in Canton, the County seat
  • Mr. Soliman visited Council on April 2nd and Councilman Hilliard asked him to provide a letter from Station Restaurant landlord stating that the landlord has no issue with the C-1 license
  • Village has not heard from Liquor Control or Mr. Soliman to date
 
2.            Proposed Water and Sewer Utility Rate Studies Update:
  • Financial and Customer Data for 2016 and 2017 in both the Water Utility and the Sewer Utility have been gathered and submitted to RCAP
  • VA and Mayor will talk with an RCAP representative on April 17 to review the provided data & information as well as the proposed Water & Sewer Rates
 
3.             Proposed Electric Rate Study
  • Four quotes for an Electric Rate Study have been submitted & range from $15,000 to $38,500
  • Plans are for the VA & Mayor to review the quotes and to sign a contract w/the best firm in the next week or so.
 
4.            Update - Fairless Schools Safety Measures
  • As permitted under Ohio Law the Governing Board of the Stark County Educational Service Center voted on April 3rd to create a County School Financing District
  • This Financing District consists of 22 area School Districts, including Fairless, and would allow the Stark County Educational Service Center to seek a tax in their territory for the purpose of school safety, security, and mental health services
  • On April 25th the Governing Board is expected to vote to place a 1.49 mil levy on an August 7th Special Election Ballot
  • If all Districts participate the tax will generate $ 13.2 million or about $ 200/student; property tax on a $ 100,000 home would increase $ 52.15 per year; Fairless BOE is expected to participate
  • Councilman Godwin asked how long the levy would be in effect.  Mayor Schwab stated that they were looking into a continuous levy.
 
5.           2018 Program Start Up Grant Application Submitted
  • As in 2017 made application for a Grant from the Stark-Tuscarawas-Wayne Joint Solid Waste Management District to make improvements to the Village Yard Waste Site
  • To increase size of concrete base from 32’ X 28’ to 48’ X 48’ with concrete bunker blocks forming a partial surround on three sides with two 20’ wide side walls and a 48’ wide back wall
  • Grant request of $ 8600 for cost of concrete pad & concrete bunker blocks; Village in-kind = $ 4032 in Village personnel labor costs for oversight of concrete installation and Village personnel’s installation of bunker blocks
 6.          Legislation Review
  • Reviewing Village’s Door to Door Solicitating Regulations with Police Chief, Village Clerk and VA; after Solicitor’s review we will provide Council with a proposed update
  • Would Council desire that administration provide a review of trash & trash hauling in Brewster?  VA Miller stated there are different approaches the Village can look at: An opt-out program, making trash zones, regulations concerning vermin proof containers, provide time limitations trash can be out for pick-up, limitations on the days for pick-up, and register the haulers.  He stated it gets back to the health and safety of the Village residents.
  • Would Council desire that the Solicitor review Chapter 110 – Amusement Devices of the Village Code with an eye toward updates and so forth, to keep current?  (Current regulations approved in 2006)           
 
VILLAGE CLERK-TREASURER: Kris King
March Fire Pay = $ 5,787.24.
 
The Recreation Board used $662.68 of their annual Easter Egg Hunt $800.00 budget.  Even with the cold weather, the children had a good time.  Great job Rec Board!  Thanks to the Brewster Moose for the lunch afterwards.
 
I am currently taking an online course in cybersecurity from the auditor of state.  I am verifying with our IT support that we are covered as I learn of the procedures and safeguards that we should be using.
 
I will be attending Ohio Public Treasurer’s Association’s Hot Topic in Bellville on April 27th.  The topics include dealing with angry customers, active shooter, and bullying.  Joyce Cunningham will also be attending.
 
I am working with Chief Colucy to make sure all the necessary paperwork is complete for the MARC’s grants and the BWC grant.
 
The state has changed the pooled collateral regulations.  The Village’s funds are currently split between Huntington Bank, PNC Bank, and Multi Bank Securities.  I recently received notification that because Huntington has an A++ rating, they are no longer required to have 105% pooled collateral but only need 50%.  I will be contacting our auditor to make sure that we are properly covered.
 
Councilman Hilliard stated there were some firemen that wanted their pay broken down on their paystub.  I stated that I will work with Asst. Chief Mohler on this.
 
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
Finance Committee Meeting tonight to discuss compensation for any Elected Village Official for      the 2020 term – Chairman Councilman Hawk stated the communities for comparisons were discussed and more information is being gathered by VA Miller.  He will schedule another meeting when the information for discussion is available.
 
_______________________________________________________________________________
REMINDER:       Crime Watch Meeting April 23rd at 7 pm in Brewster Parke Welcome Center
                          Spring Clean Up: Saturday, May 19th – North BX, Monday May 21st – South BX
 
 
PENDING PROPOSALS FROM PAST MEETINGS:
Ohio Ethics Commission: Suggests that Village Officials take their Ohio Ethics Law E-Course Accessible online at http://www.ethics.ohio.gov/index.html
 
Sunshine Law Course is available online at https://sunshinelaw.ohioattorneygeneral.gov/
This allows each government Official to be familiar with these regulations
 
OLD or NEW BUSINESS:
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to create legislation to adopt 6.08 Pregnancy & Nursing Breaks and 6.17 On-Duty and Off-Duty Conduct policies on a non-emergency basis, make them codified ordinances in Chapter 38 EMPLOYEE REGULATIONS of our Codified Ordinances, and add them to our Employee Handbook.  The vote: All yes.
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to approve the fire pay at a cost of $5,787.24 from the Fire Equipment Fund.  The vote: All yes.
 
Councilman Godwin discussed the Lucas (CPR) machine the fire department wants to purchase.  He would like the Mayor, VA, and Clerk to look into and discuss the finances.  Councilman Hilliard brought up the need to purchase turnout gear.  Chief Colucy stated the turnout gear doesn’t have to be replaced for 3-years for half of them and 8-years for the other half.  Chief Colucy stated the CPR machine is more important at this point.
 
Councilman Hilliard asked if Jared Baer, a proposed fireman, was moving to the area and if he would have time with all his other jobs to make runs.  Chief Colucy stated the other departments he works for are his full-time and a part-time job and that we will be running volunteer calls here in town.
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve Logan Gainey and Jared Baer as probationary firefighters pending a successful physical, background check, and drug screen.  The vote: all yes.
 
VILLAGE SPEAKS: Communications Received by Council members from Village residents
Councilman Godwin stated he is receiving complaints about parents smoking and vaping in the ball parks.  Some of the parents have requested no smoking signs posted. 
 
Councilman Hilliard has had complaints about the north side light flashing.  Mayor Schwab stated that a contractor we hired to cut the road for a water line replacement has severed the wire so it will be that way until the water line is installed. 
 
Councilman Hilliard also asked if we have started flushing the hydrants and what time they start.  VA Miller stated they try to hit the time when most residents have left for work.
 
Councilman Hilliard received a complaint about the tornado siren and had a request to fix the sidewalk in of the Taylor house by the Methodist Church.
 
Councilman Godwin stated a sidewalk pad in front of the Marathon Gas Station has dropped an inch or so.
 
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to adjourn the meeting at 9:00 PM. The vote: All yes.
 
 
Respectfully submitted,
 
Kris King, Clerk-Treasurer
 
Mike Schwab, Mayor

 

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