November 18, 2013 - Meeting Minutes
MINUTES
BREWSTER VILLAGE COUNCIL
November 18, 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 Members bowed their heads for the invocation provided by Clerk-Treasurer 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
Joe Strausbaugh, Council Member
Steven Tharp, Jr., Council Member
VILLAGE OFFICIALS PRESENT:
Steve Hartman, Village Administrator
Kris King, Clerk-Treasurer
Al McCallin, Solicitor
Rick Patterson, Fire Chief and Street Superintendent
Harry Porter, Police Chief
MINUTES FROM THE NOVEMBER 4, 2013 REGULAR COUNCIL MEETING:
Mayor Mike Schwab asked if there were any additions or deletions to the November 4, 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 GODWIN MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to accept the bills for the amount of $ 370,406.28. The vote: All yes.
AUDIENCE:
The following residents were present: Ray and LaVonne Heitger, Dale Fox, Paul and Cindy Mackey, Judy Maybaugh, and Sean Miller.
PRESENTATION OF COUNCIL GUESTS:
Brian Savage of Ohio Insurance Services was scheduled but Kelley Harmon attended in his place. She discussed early renewal of the employee health insurance and some of the coming changes to the plan under the Affordable Care Act.
CONSIDERATION OF ORDINANCES:
RESOLUTION 44-2013: A Resolution providing for the Renewal of a Three Year Contract with Efficiency Smart was given third reading.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to pass Resolution 44-2013 as read. The vote: All yes.
RESOLUTION 45-2013: A Resolution advising Ohio Valley Energy that the Village will not sign a non-drilling agreement for Zearley Unit 1D Gas Well in north Brewster residential area was given third reading.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to pass Resolution 45-2013 as read. The vote: All yes.
Second Reading: An Ordinance Authorizing Vacation of a Utility Easement Adjacent to Lot #1493.
Second Reading: An Ordinance Renewing Prosecutor Larry Chapanar’s Contract for 2014.
First Reading: Resolution of 2014 Temporary Appropriations.
First Reading: Resolution of 2014 Supplemental Appropriations.
First Reading: Authorize the Transfer of Funds from the General Fund.
First Reading: Authorize the addition of the Mayor as an Approved Signer for any Pending Contracts or Documents.
First Reading: Establish the Duties, Salary, and Benefits of the Village Administrator.
First Reading: Providing the Appointment and Compensation of a Village Income Tax Administrator.
First Reading: Establish the Prohibition of the Use of any Tobacco Products on Village Grounds.
First Reading: Authorize Final Payment on Electric Substation & OMEGA JV2 Note Debt ($ 290,000).
RESOLUTION 46-2013: Resolution of Appreciation to Gene Post AMP Gold Sector Mutual Aid Coordinator was given a single reading.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to pass Resolution 46-2013 as read. The vote: All yes.
RESOLUTION 47-2013: Resolution of Congratulations & Appreciation to the Fairless Football Team, Coach, and Staff was given a single reading.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER HUFF and motion carried to pass Resolution 47-2013 as read. The vote: All yes.
RESOLUTION 48-2013: Resolution of Congratulations & Appreciation to the Fairless Band & Director and Staff was given a single reading.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to pass Resolution 48-2013 as read. The vote: All yes.
RESOLUTION 49-2013: Resolution of Congratulations & Appreciation to the Fairless Cheerleaders & Coach and Staff was given a single reading.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to pass Resolution 49-2013 as read. The vote: All yes.
Council Member Godwin stated he was totally 100% amazed at how our community came out and supported the kids. It was great.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER BICHSEL to table the tobacco ordinance. Council Member Hilliard asked why not just left it follow through the three readings. Council Member Tharp stated it all started because someone spit in the park and he felt it was asinine. It just doesn't make sense. Council Member Hilliard stated that didn't matter because it was already on the agenda. The vote: Strausbaugh, no; Tharp, yes; Bichsel, yes; Godwin, yes; Hilliard, no; Huff, no. Mayor Schwab stated it should have three reading then be voted on. Motion failed.
From Council: An Ordinance Tabled on 09/16/2013 at Second Reading – Ordinance Adjusting the Compensation of Council Members and the Meeting Allowance for Clerk-Treasurer.
From Council: An Ordinance Tabled on 11/04/2013 at First Reading – An Ordinance Authorizing Modifications to the Village Employee Handbook.
From Mayor: Draft of a Village Employee Wage Ordinance for 2014, 2015, 2016; submitted to initiate discussion.
MUNICIPAL DEPARTMENTS:
Fire Department: Chief Ricky Patterson
Chief Letter: Requests the expenditure of $ 1565.00 for one set of firefighter’s turnout gear.
Chief request: Need one set of boots.
Council Member Huff asked if these were for active members. Chief Patterson stated they were for active members.
Council Member Tharp stated the Police and Fire Departments did a great job escorting the buses for the football game.
Police Department: Chief Harry Porter
Chief: Request appointment of Sean Miller as a Part Time Police Officer; Mayor requests approval of his appointment.
Chief Porter would like to thank the Fire Department for all their assistance with the bust on 2nd Street. They helped conceal the area down, provided a staging area and helped alert the neighbors.
SOLICITOR: Attorney Al McCallin
COUNCIL MEMBER BICHSEL MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to go into executive session to consult with village attorney about pending court action at 7:40pm. The vote: All yes. All Council, Mayor, Village Administrator, and Solicitor exited the room.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to exit executive session at 8:01pm. The vote: All yes.
Solicitor McCallin would like to see the Village Clerk appointed as the Public Records Officer with the authority to respond to public records requests. He is also suggesting the Village amend the Village's Public Records Policy to mirror the Attorney General's policy with the exception of extending the time frame to 10 days.
Council Member Hilliard suggested making this an emergency and being done with it. Solicitor McCallin stated that is not what the statue intended.
Solicitor McCallin was excused from the meeting.
COMMUNICATIONS:
Ohio Department of Commerce/Division of Liquor Control – All liquor permits in Brewster will be up for renewal on 02/01/2014; legislative authority has until 01/02/2014 to register an objection to any permit renewal; Chief Porter advises he has no objection to any renewals within Village.
Fairless Food Cupboard/Denny Brahler card: Thanks for Monetary Donation & Village Food Drive.
Council Member Tharp invited Mayor Schwab to attend a meeting with John Calhoun. Mr. Calhoun is starting a broadcasting station at Main and Wabash. The meeting is at the Falcon's Nest at 7pm on Tuesday.
Council Member Godwin had been contacted by a resident that there is a dog at 409 Superior
in the house that appears to be abandoned. The dog is a pit bull but is a very friendly dog and is not dangerous. People are worried the dog is going to starve to death.
VILLAGE ADMINISTRATOR: Steve Hartman
Water:
Water tower telemetric project has been installed. There are a few minor issues to work out.
Gorman-Rupp, National Pump Company, Myers Pump, and Patterson Pump Company have been contacted to get quotes.
Streets:
Department has been picking up leaves.
Reilly Sweeping is scheduled to sweep this Thursday. If the leaves aren't picked up we will be rescheduling until the first part of December.
Street Supt: Quotes to replace Bed on Yellow Dump:
First quote = $ 22,413.34
Second quote = $ 25,705
Electric:
Vaughn is being scheduled to work on the substation replacing regulators and putting in smart meters.
Converting the street lights to LED was discussed. The Village can get rebates from Energy Efficiency. Council Member Tharp discussed changing everything over to LED. A plan needs to be made as to which section of town is next. Mayor Schwab stated it was quoted at $250,000 for the entire town to be converted over. Council Member Godwin suggested that anything that needs replaced only be replaced with LED.
Village:
VA has been working on setting up meetings for cleaning out the run behind the Heitger home. VA Hartman had reported he has calls into Beaver and Malavite.
Council Member Hilliard questioned the rental of the track hoe used on Amherst. To purchase one would cost around $ 100,000. A month's rental is $ 2,800.
Council Member Tharp questioned the First Energy purchase of the section of the 69 line.
MAYOR:Mike Schwab
VA Search: Search Committee & EDDS held phone interviews of 14 candidates on 11/09 and 11/12; five finalists have been selected for face to face interviews.
The 1000 fridge magnets with Village contact numbers have been received; these will be mailed with either the December or January utility bills.
Street Income Tax Issue was soundly defeated on November Ballot; suggest that if issue is on future ballots that voters be provided information via mailings and inserts in the Far Corner and letters to local papers (privately funded),
INFO: Current Street Improvement Fund (11/01) = $ 96,004
Possible upcoming projects – 300’ of curbing replacement on Amherst =
$ 10,000 (estimate)
Village Share of Elton Intersection = $ 18,482.00 (OPWC Grant Application)
Resurface Amherst & other streets & alleys in 2014 (chip & seal ???)
For Trees - Recommend only removing & trimming hazardous trees;
Council Member Huff stated he talked to a mayor of a large community and he stated they get the civic organizations involved that are more capable of working with the people instead of the elected officials. He stated to let the community and civic organizations do it for you.
Council Member Hilliard stated there is an Issue 5 sign over by the schools and someone else reported one on West Seventh.
OPWC has advised of Village’s scores on the E. Elton/SR 93 Intersection Improvement Project; for the SCIP portion of the project scored a 51/80 and the LTIP portion 32/80; the project is $69,800 (Village share = $ 18,482); our best bet for funding is to fill a gap somewhere in the total funding due to being a small project.
Request that Council approve an appointment of employee Ryan Swan to Council’s Employee Committee.
Request that Council approve the Mayor’s letter to BeachCity.
"VILLAGE SPEAKS"
Council Member Godwin is working with Ray and LaVonne Heitger to put together two Christmas celebrations in the Village. They are putting together "Santa at Village Hall" on December 23, from 6:15pm to 8:00pm. They are also planning a lighting contest that will be judged the 20th, 21st, and 22nd from 6pm to 9pm with the winner being announced at 8pm on the 23rd. First prize is $100, 2nd is $50, and 3rd is $25. The winners name will be put on a plaque at Village Hall. Entrants must signup at Village Hall and make a $5 donation to the Fairless Food Cupboard.
Chief Porter discussed a Police Department garage. He has been here for 20 plus years and is the only department that doesn't have a garage. Their vehicles have light bars and spotlights and have to be scraped off every day while the snowplows are sitting in the garage. Council Member Huff stated that Parks and Grounds met and decided on the original plan of doing it as an addition to the original building and work towards that goal. He stated the biggest issue is coming up with the funds. Chief Porter stated the with all the electronics and LED's, they should not be sitting out in the weather. A single LED bulb can cost as much as $250.
VILLAGE CLERK-TREASURER’S REPORT: Kris King
Remind Council to look over and sign the check register on the table.
Records Imaging upgrade from 7.2.1 to 9.0.3 estimated cost is $ 450.00.
Food drive report: Awesome response from the community.
October firemen's payroll = $ 5,093.72.
Records Commission needs to meet on December 16th at 6:45 in council chambers.
2013 Financial Report-on site preparation = $ 650.00 plus mileage and lodging split between the northeastern Ohio villages served by Governmental Accounting Solutions.
COMMITTEE OR COUNCIL REPORTS: : *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.
Employee Committee met tonight and discussed possible wage increases and a 4th lineman. More research is to be done.
Employee Committee 10/21/2013 Minutes to be provided at the next meeting.
VA Search Committee minutes from 11/09 and 11/12 (Council copy of minutes); Info emailed to Council, Solicitor, & two incoming Councilmen – EDDS’s proposed interview questions & a model VA Contract (ICMA); Tentative dates for interviewing remaining 5 candidates – 12/04 and 12/14.
Councilman Godwin Proposals – Christmas Lighting Contest & Santa at Village Hall Event.
EXPENDITURE REQUESTS from previous meetings:
Village Clerk: Software update for Laserfiche Records Imaging = $ 450.00.
OLD/NEW BUSINESS:
COUNCIL MEMBER HUFF MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to declare the needs of the Fire Department an emergency and approve the purchase of the turnout gear and boots at a cost not to exceed $ 2,000. The vote: All yes.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to purchase the Laserfiche upgrade from Records Imaging at a cost not to exceed $450. The vote: All yes.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to draw up an ordinance appointing the Village Clerk as the Public Records Officer with the authority to respond to public records requests and amending the Village's Public Records Policy to mirror the Attorney General's policy with the exception of extending the time frame for a response to 10 days. The vote: All yes.
COUNCIL MEMBER HUFF MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to appoint Sean Miller as a part time patrolman pending a physical, background check, and drug screen. The vote: All yes.
COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to approve the Mayor's draft of a letter to BeachCity. The vote: All yes.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to appoint Ryan Swan to the Employee Committee as the Employee Representative. The vote: Strausbaugh, yes; Tharp, yes; Bichsel, yes; Godwin, yes; Hilliard, no, Huff, yes.
COUNCIL MEMBER HUFF MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to approve the Fireman's pay of $ 5,093.72. The vote: All yes.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to hold Santa at Village Hall on Dec. 23rd at 6:15pm to 8:00pm and a lighting contest that will be judged the 20th, 21st, and 22nd from 6 to 9pm with the winner being announced at 8pm on the 23rd. The prizes are: 1st prize $100, 2nd $50, and $25 for third and the winners name on a plaque at Village Hall. Entrants must signup at Village Hall and make a $5 donation to the Fairless Food Cupboard. The $225 for the lighting contest will come from the Electric Fund and up to $400 from the Recreation Fund for the "Santa at Village Hall". The vote: All yes.
COUNCIL MEMBER HUFF MOVED, SECONDED BY COUNCIL MEMBER GODWIN to draw up an ordinance for a 1% sewer and water increase for the next five years. He stated this will make up for the 3.5% increase that Hazen and Sawyer recommended. Council Member Tharp stated that doesn't meet what is needed. Mayor Schwab stated the increases proposed by Hazen and Sawyer will set the Village up for the next upgrade which is coming up shortly because the plant is already over the 20 year life expectancy. Council Member Huff withdrew his motion.
COUNCIL MEMBER HUFF MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to leave the healthy tree at the corner of Locustdale and Wabash that keeps growing into the sewer line. The vote: Strausbaugh, yes; Tharp, no; Bichsel, yes; Godwin, yes; Hilliard, yes, Huff, yes.
COUNCIL MEMBER THARP MOVED to adjourn the meeting at 8:56pm.
Respectfully submitted,
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K. Kris King, Village Clerk-Treasurer
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Mike Schwab, Mayor