April 1, 2013 - Meeting Minutes

MINUTES

BREWSTER VILLAGE COUNCIL

APRIL 1, 2013

7:00 P.M.

 

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

 

7:00 P.M. – CALL TO ORDER

 

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to excuse Council Member Duff from this evenings meeting.  The vote: All yes.

 

Council Members bowed their heads for the invocation provided by Clerk-Treasurer K. Kris King followed by the Pledge of Allegiance.

 

MEMBERS PRESENT:

Mike Schwab, Mayor

Sherri Bichsel, Council Member

Dave Godwin, Council Member

Tom Hilliard, Council Member

Jay Huff, Council Member

Steven Tharp, Jr., Council Member

 

VILLAGE OFFICIALS PRESENT:

Steve Hartman, Village Administrator

K. Kris King, Clerk-Treasurer

Al McCallin, Solicitor

Rick Patterson, Fire Chief/Street Superintendent

Denise Rossiter, Police Sergeant

 

MINUTES FROM THE MARCH 18, 2013 REGULAR COUNCIL MEETING:

Mayor Mike Schwab asked if there were any additions or deletions to the March 18, 2013 Council meeting minutes.  There were none.

 

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to accept the minutes.  The vote: All yes.

 

PRESENTATION OF BILLS:

COUNCIL MEMBER BICHSEL MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to accept the bills for the amount of $ 172,548.28.  The vote: All yes. 

 

Council Member Huff questioned the $441.00 bill for electric garage supplies.  He wanted to know if this was part of the bid package.  If it goes over the $134,000, then the project needs rebid.  He thinks we are fringing on what we did with the water tank.  He discussed a breach of contract.  Council Member Bichsel asked if this bill was outside the scope of the bid.  VA Hartman explained what the bid covered.  Council Member Huff wanted a copy of the contract.  Council Member Huff asked if the extra checks added to the invoice report was allocated to the proper accounts.  Clerk King stated they were.

 

AUDIENCE:

The following residents were present: Dale Fox, Paul and Cindy Mackey, and Ray Heitger.

 

 

 

 

 

CONSIDERATION OF ORDINANCES:

RESOLUTION 15-2013: A resolution authorizing a Mutual Aid Agreement for PD with all CountyPolice   Forces was given third reading.

 

COUNCIL MEMBER BICHSEL MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to pass Resolution 15-2013 as read.  The vote: All yes. 

 

Council Member Hilliard stated he had a resident complain that this resolution gives the Police Department permission to go where ever they want and not be in town.  He stated it was just to cut down on the paperwork.

 

ORDINANCE 16-2013: An ordinance authorizing a November Ballot Issue to increase the Village Income Tax to 1-1/3% with 1/3% to be used for maintenance & construction of streets, storm sewers, curb & gutters, trees, and sidewalks was given third reading.

 

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to pass Ordinance 16-2013 as read.  The vote: All yes. 

 

Council Member Tharp stated he had residents bring up a discussion and they liked the sidewalks but may vote against it because the trees have been put back in.  Council Member Godwin stated it is not just about planting trees but includes spraying, trimming, and tree removal.  Council Member Hilliard stated only a portion of the money is going to be allocated for trees.  VA Hartman explained that putting trees in the ballot language only gives the option to allocate money out needed for the trees.  It does not require the Village to use the money for the trees.

 

RESOLUTION 17-2013: A resolution for the submittal of a November Ballot Issue to increase the Village Income Tax to 1-1/3% with 1/3% to be used for maintenance & construction of streets, storm sewers, curb & gutters, trees, and sidewalks was given third reading.

 

An ordinance awarding a contract for the employees’ health, vision, dental insurance was given first reading.   (May 1st renewal date)

 

An ordinance awarding a contract for employees’ life insurance was given first reading.   (May 1st renewal date)

 

A resolution for participation in Ohio Cooperative Purchasing Program was given first reading.

 

A resolution for appropriating $ 860,000 to Sewer Fund was given first reading.

 

An ordinance funding 50% of Solicitor’s salary from Utility Funds was given first reading.

 

A resolution creating a Sewer Replacement Fund was given first reading.

 

A resolution creating a Sewer Debt Fund was given first reading.

 

An ordinance prohibiting the parking of commercial vehicles in a residential area was given first reading.

 

RESOLUTION 18-2013: A Resolution of Recognition to the Fairless Youth Baseball & Softball Association was given first reading.

 

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to pass Resolution 18-2013 as read.  The vote: All yes. 

 

Council Member Tharp inquired about the Ohio Cooperative Purchasing Program.  Mayor Schwab stated the Village has used it in the purchase of police vehicles, a backhoe, and other items.  It has saved the Village money as the state took the competitive bids.

 

Council Member Huff questioned how many other resolutions of recognition will need to be done as to not leave anyone out.  The soccer assoc and midget football were mentioned.  Mayor Schwab stated these organizations could be recognized as their seasons approach.

 

MUNICIPAL DEPARTMENTS:

Fire Department: Chief Rick Patterson

Chief's letter:   New hose nozzle price = $739.00 (requested on 3/18 without cost).

                 Physio-control contract renewal = $2,127.00 (requests emergency consideration).

 

Chief Patterson stated we were turned down for portable radio and pager grant.  Council Member Tharp asked why they were turned down.  Chief Patterson stated there was $600,000 for grants for over $1,000,000 in applications.

 

Chief stated they are going to need a set of turnout gear.  He will have a price in the near future.

 

Council Member Hilliard asked when the house on 7th Street was going to be burnt down.  Chief stated April 20th.

 

Council Member Tharp asked if the department is scheduling any training.  Chief stated they have a training schedule and do something each week.  Jon Huff is the training officer.

 

The mock disaster will be tomorrow evening at the dairy.

 

Council Member Godwin asked about the Chief's injury.

  

Police Department: Chief Harry Porter

Andrew Wood has been sworn in as a part time officer.

 

March report.

 

Officer Taylor's letter: formally accept OCJS Grant for a second car audio/video camera; Village share  = $502.00.

 

Chief Porter provided a copy of a letter of Commendation to Officer Benny Truman for his ALICE presentation at Fairless.  ALICE stands for Alert-Lockdown-Inform-Counter-Escape.

 

Chief Porter has notified the churches concerning the parking issue at Wabash and Fifth Street.

Supt. Patterson stated he will be putting up the no parking signs now that the weather is warming up.

 

Council Member Bichsel asked why the LPR had been removed from the cruiser.  The Mayor stated that the Police Chief suspected it was being used improperly.  Council Member Tharp stated that he understood that only certain users are allowed to use it because it is under a federal grant.  He is concerned that only Officer Taylor is allowed to use it.  He is concerned that Chief Porter can do that because he doesn't own that computer.  Mayor Schwab stated that the Chief has control of his department and can do this if he believes it is being used improperly.  He has the right to do what he feels is right.  Council Member Godwin was more concerned about the trouble from the misuse of the computer.  Council Member Huff discussed a Chief in another town that had to resign because he read a license plate he should not have read.

 

SOLICITOR: Attorney Al McCallin

Solicitor McCallin has been working on some research projects for the Mayor.

 

COMMUNICATIONS:

Councilman Dave Duff's email: He has tendered his resignation and thanks everyone for his time on Council.  Council Member Tharp would like to see a Resolution of Appreciation for Mr. Duff.  Mayor Schwab suggested waiting until old/new business.

 

Stark County Regional Planning Commission letter: Incentive Review Council recommendations; covered previously by Councilman Tharp; Brewster Dairy has fulfilled their Enterprise Zone agreement from 1999 and agreement has expired.

 

Council Member Godwin has scheduled the special needs class at Fairless Middle School to tour Village Hall and the Fire Department on April 26th.  They will meet with the Mayor and go through the fire trucks and enjoy a lunch.

 

Solicitor McCallin read Ohio Basic Code 32.006 pertaining to filling the vacant position on the Village Council.  A special meeting will be scheduled to meet with residents interested in filling the rest of Dave Duff's term.  The last time a position had to be filled the Clerk scheduled  interviews for Council to talk to all the interested parties at a special meeting.

 

VILLAGE ADMINISTRATOR: Steve Hartman

The Community Reinvestment Area data has been sent to the school.  They have 14 days to comment then submit to the county.  No signature cards from the return receipt mailing have been received back.

 

The income tax submittals are picking up.

 

The legal ad for the lineman has been published.  Four resumes have been received.  Council Member Hilliard asked where it was published because he was not able to find the ad in the paper.  VA Hartman advised it was in the Repository on March 13th and March 20th in the legal ads.

 

The meter has been installed for the railroad.  Once it has been programmed the railroad will be on primary rate.

 

VA Hartman has a list of the streets for the street program.  Wells is estimated at $10,000; Horton - $10,000; Harmondale -Mohican to the east - $80,000; Harmon -Mohican to the west - $40,000.  Council Member Huff wants to know why there is no "No Outlet" sign on Horton and Wells.  Supt. Patterson stated there should be one.  Council Member Huff stated a stop sign was laying on the ground.  Supt. Patterson stated he put it up temporarily this afternoon.  Who owns what part of Harmondale was discussed.  VA Hartman will contact the Township Trustees.

 

VA Hartman will be meeting with the new Village Administrator of Beach City for a preliminary discussion of the electric at the trailer park.

 

The Electric Dept. has begun rough-in wiring at the garage.  The county won't release the electric plan approval to anyone except a licensed electrician.  The same goes for the HVAC.  An estimate has been received from Hilscher-Clarke for the electric.  Council Member Tharp went on to say that it has become a money pit and he is glad he didn't vote for it.

 

Council Member Hilliard stated there is a pole on Willow that needs looked at, the yellow curbing paint needs done, there is a light out on McKinley between 5th and 6th streets on the west side, and he wanted to know when the automation of the water tower was going to be looked at.  VA Hartman stated he is waiting for Bergren to come down to give him a price.

 

Council Member Bichsel wanted to know why we have such a hard time getting quotes.  If someone doesn't want to come out, then find someone else.

 

 

 

MAYOR’S REPORT:

Proposed ICAN/Senior Housing Project update: Amanda Fletcher & Developer Larry Kolic met with VA & Mayor on March 25^th; they have modified proposal to one building with 16 apartments; it was 8 buildings with 3 apartments each.  They are requesting Village’s review and support of modified proposal.

 

There was a meeting with Village Employees on March 28^th about Employee Health Insurance proposals; 10 of 15 covered attended; 9 of 10 in attendance prefer staying with Aultcare; Mayor suggests that traditional Aultcare plans be rviewed.

 

AMP is requesting Village’s support in the continuation of Tax Exempt Status for Municipal Bonds; US Congress is considering taxing municipal bonds which would directly affect the bonds attraction to investors for municipal projects & increased costs for all municipal projects (Council copy of a proposed resolution).  Council Member Tharp asked who introduced the legislation.

 

Mayor provided Council with a copy of Dartmouth Street Letter; he is requesting Council’s input.

 

Proclamation declaring May 5th-11th Municipal Clerks Week in Brewster.

 

VILLAGE CLERK-TREASURER’S REPORT: A handout provided

Remind Council to look over and sign the check register on the table.

 

Busy working on paperwork for the sewer project, insurance issues, a disability issue, a worker's comp issue, preparing paperwork for the new funds, taking care of Easter Egg Hunt, and going to Auditor's training.

 

Clerk King has accepted a nomination for a board position with the Ohio Association of Public Treasurers.  Benefits to the Village:  First night lodging for their training sessions and conferences will be paid by the association along with mileage to all their meetings and training events.

 

Clerk provided March financial and year to date report.

 

Council Member Tharp asked the Clerk about registering at the conference coming up later this week.

 

Council Member Hilliard asked if the Village had paid for Council Member Duff's conference fees.  Clerk King replied that the fees had already been paid and would not be refunded but she is going to try to get some of it credited to Council Member Godwin's fees.

 

Council Member Hilliard asked Clerk King how she felt about time clocks.  She stated she has done payroll at different places that all have used different methods of recording times.  No system is perfect or infallible.   If someone wants to cheat the system, they will find a way no matter which system is used.

 

"VILLAGE SPEAKS":

Council Member Godwin reported on the Village Easter Egg Hunt.  An estimated 150-180 children showed up.  He has received several phone calls stated it turned out well.  He expressed a special thank you to the "Village's best egg hider" Ray Heitger.  He made it challenging for the 4th and 5th grader age group.

 

Council Member Tharp received calls expressing thanks for the Street Department getting the streets cleared after the recent snow storm.

 

COMMITTEE OR COUNCIL REPORTS:

Street Committee meeting Minutes from March 18th.

 

Tree Board meeting Minutes from Saturday, March 16^th; Mayor suggests that Arbor Day be set for 04/26.

 

Council Member Tharp: Utility Committee met this evening at 6 pm - Discussed the 4th Lineman position and the Waterline extension on Elton.  Suggestion was to send letters to the affected residents.

 

Tree CityUSA invitation from West Salem, Ohio: April 23^rd at 8 am – 2:30 pm.

 

Reminders:     Mock Disaster April 2 at 5:30 pm at Brewster Dairy;         

                        DFPS Training on April 16th 10 – 11:15 am  or 7–8 pm

                        Utility Committee Meeting April 1^st at 6 pm (Elton St Waterline & Hillview                                                                                                                  Electric)                      

                        Insurance Committee meets on 04/08 at 6 pm (Employee Health Insurance                                                                                                       renewal by 05/01)

 

*NOTE: 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

 

EXPENDITURE REQUESTS from past Meetings:

Fire Chief: New hose nozzle price = $ 739.00

 

Fire Chief: Physio-control contract renewal = $ 2127.00 (requests emergency consideration)

 

PENDING PROPOSALS from past meetings:

Suggest that Council instruct VA to have the 2013 Street Project ready for bid no later than May 13th; Street Committee may want to review streets & make a recommendation; Mayor would suggest that as part of 2013 Street program that both lanes on E. Elton be upgraded for truck traffic; Council may want to direct VA to contact County to get them involved in planning and funding

 

Police Garage proposal: Being Reviewed by Parks & Grounds & Finance

 

A Village Social Media Policy from Mayor; referred to Employee Committee for review

 

On Call/Stand By Schedule in Electric Utility; currently being reviewed by Utility Committee

 

Senior Citizens’ program/facility; currently WANDLE House provides Euchre on alternate Wednesdays

           

OLD/NEW BUSINESS:

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to formally accept Council Member Dave Duff's resignation.  The vote: Godwin, no; Hilliard, yes; Huff, yes; Tharp, yes; Bichsel, yes.

 

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to have a resolution of appreciation to Dave Duff.  The vote: All yes.

 

COUNCIL MEMBER BICHSEL MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to set up the Arbor Day planting on April 26th at 5pm.  Council Member Huff asked if there was any idea where the tree was going to be planted.  A location on East 2nd Street was discussed.  The vote: All yes.

 

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER HUFF and motion carried to create a resolution in support of tax-exempt financing for municipal bonds.  The vote: All yes.

 

COUNCIL MEMBER BICHSEL MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to approve the purchase of a fire hose nozzle at a cost of $739 from the Fire Equipment Fund.  The vote: All yes.

 

COUNCIL MEMBER BICHSEL MOVED, SECONDED BY COUNCIL MEMBER HUFF and motion carried to consider the Physio-Control contract under emergency and approve the cost of $2,127 from the EMS Fund.  The vote: All yes.

 

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to accept the OCJS grant and pay the required $502.00 (10%).  Council Member Huff questioned whether a second camera was needed.  Council Member Tharp stated it was for the officers' safety and can be used for evidence.  The vote: All yes.

 

COUNCIL MEMBER HUFF MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to open Dave Duff's Council seat to any resident of the Village who wishes to apply by April 15th, to advertise this in the Far Corner, and hold a Special Meeting on Monday, April 22nd at 7pm to choose the new councilperson.  The vote: All yes.

 

Council Member Tharp suggested a signup list for interested parties to sign up to interview with Council.  Clerk King described how it was handled last time.

 

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER HUFF and motion carried to give the Fire Department permission to use alcohol from the beginning of the festival to the end of the festival.  The vote: All yes.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to instruct the VA to get pricing for the automation of the water tower.  The vote: All yes.

 

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to instruct the VA to contact the Brewster Dairy to remind them that an abatement is still available.  The vote: All yes.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to hold a Street Committee meeting on April 15th at 5:30pm.  The vote: All yes.

 

Council Member Huff offered to take the chair of the Parks and Grounds Committee since Council Member Duff's resignation.

 

COUNCIL MEMBER BICHSEL MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to appoint Jay Huff as chair of the Parks and Grounds Committee.  The vote: Godwin, yes; Hilliard, yes; Huff, abstain; Tharp, yes; Bichsel, yes.

 

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to appoint Sherri Bichsel as chair of the Employee Committee.  The vote: Godwin, yes; Hilliard, yes; Huff, yes; Tharp, yes; Bichsel, abstain.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to appoint Dave Godwin to the Fire Dependency Board.  The vote: Godwin, abstain; Hilliard, yes; Huff, yes; Tharp, yes; Bichsel, yes.

 

Mayor Schwab recommended sending letters to the major businesses in town about the enterprise zone.

 

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER BICHSEL to adjourn the meeting at 8:40pm.

 

 

Respectfully submitted,

 

 

 ____________________________________

K. Kris King, Village Clerk-Treasurer

 

 

 ___________________________________

Mike Schwab, Mayor

 

Spring Clean Up: April 22 - 25