April 15, 2013 - Meeting Minutes

MINUTES

BREWSTER VILLAGE COUNCIL

APRIL 15, 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 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

 

MINUTES FROM THE APRIL 1, 2013 REGULAR COUNCIL MEETING:

Mayor Mike Schwab asked if there were any additions or deletions to the April 1, 2013 Council meeting minutes.  There were none.

 

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

 

PRESENTATION OF BILLS:

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to accept the bills for the amount of $ 389,343.93.  The vote: All yes. 

 

Council Member Hilliard questioned the furnace repair.  VA Hartman stated it was at the Electric Department and the furnace would not come on.  Council Member Hilliard also questioned the three transformers purchased.  VA Hartman stated they were for the expansion of lines being added at the railroad.  They are already installed.  Council Member Huff asked about the Gerber's and Menard's bills for the new electric garage.  VA Hartman asked that Council take a walk through the garage so they can see what is being done.  Mayor Schwab pointed out that over $303,000 of the bills was for power from AMP.

 

AUDIENCE:

The following residents were present: Dale Fox, Paul and Cindy Mackey, Ray and LaVonne Heitger, Joe and Naomi Strausbaugh, Adam Reicosky, and Dave Wurtz.

 

CONSIDERATION OF ORDINANCES:

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

RESOLUTION 19-2013: A Resolution in support of Tax Exempt Financing for Municipal Bonds was given first reading.

 

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

 

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to pass Resolution 19-2013.  The vote: All yes.

 

RESOLUTION 20-2013: A Resolution of Appreciation to Dave Duff for his years on Village Council was given first reading.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to pass Resolution 20-2013 as read.  The vote: All yes.

 

MUNICIPAL DEPARTMENTS:

Fire Department: Chief Rick Patterson

W. Seventh Street house burn will be on April 20th.  Council Member Godwin asked what time and Council Member Huff replied at 9am.

  

Police Department: Chief Harry Porter

Nothing to report.

 

SOLICITOR: Attorney Al McCallin

Nothing to report.

 

COMMUNICATIONS:

ABATE of Ohio (American Bikers Aimed at Education) asks that May be proclaimed Motorcycle Awareness Month; Mayor proclaims May as Motorcycle Awareness Month in Brewster.

 

Stark LEPC/Don McDonald letter: Thank Brewster Fire, Police, and Mayor for participation in the Mock Tabletop Disaster at Brewster Dairy on April 2nd; Mayor would add that the Fire and Police Department made Brewster proud.  There were over 60 in attendance.

 

Arbor Day Foundation: Congratulations on recognition as 2012 Tree CityUSA.

 

VILLAGE ADMINISTRATOR: Steve Hartman

Water:

Core samples of the filters are being taken.

 

Council Member Hilliard asked about the quote for the water tower.  VA Hartman has requested an additional quote from a Columbus based company.

Sewer:

Reported 4.1 inches of rain last Wednesday.

 

Council Member Tharp asked the condition of the pump station on King's Highway.  He said it sounds like a jet engine.  VA Hartman said it is operating and can be bypassed if it goes down.

 

Electric:

The department has installed over a half mile of line at the railroad to the back signal tower.

 

The meter installed at the railroad will be switched over at the next meter reading.

 

VA Hartman and Dwight Niederkrofler of GPD Engineering met with Broc Bidlack, Supt. and Mark Phillips, Treasurer of Fairless Local School District to work on reducing the demand of the schools.  Three smart meters will be installed to determine when the peak demand is and how it can be reduced.  VA Hartman also got them in touch with Efficiency Smart.

 

Village:

Income tax is flowing in.

 

MAYOR’S REPORT:

BimelerPark Gazebo Project: Natureworks Grant Application; VA & Mayor met with a Gazebo contractor that will provide the last piece for the application; plans & estimate for a 20’ X 30’ raised vinyl gazebo on concrete pad.

 

Elton Street Water Main Proposal: 28 letters prepared by Mayor and sent by Deb to property owners; 27 certified receipts and 18 polling letters returned; unopened until April 30th deadline (copy of sample letter provided to Council).

 

Mayor wants to thank all the Village employees that were out to address flooding problems this past week.  The southern portion of Village sits in a basin & any significant rain impacts our neighborhoods & roadways, and our employees are well versed in the appropriate response and do so in an outstanding manner. 

 

Other Items That May be of Interest to Council:

 

1. Elton Water Main Proposal/Suggestions: 

  • If Council decides NOT to proceed with the construction of the new Water Main:  Send letters to each individual property owner to advise them of the decision and the polling results.
  • If Council decides to proceed with the construction: Schedule a Public Hearing to outline the project and send letters to each individual property owner  advising of the meeting.

 

2. Police Dept:   

  • Working on removal of Junk Cars at 287 N. Wabash Avenue
  • Break-ins: current & future; asked to advise Indy by a simple press release

 

3. Street:

  • Picture of broken playground piece forwarded to Supt. Patterson.
  • Info concerning Field #4 also forwarded.
  • Super has been asked to review the condition of all opened Village alleys
  • He has also been asked to add additional limestone to any graveled alley where needed
  • Alley beside 567 N Wabash & the one connecting Pinewood & Locustdale            suggested.      
  • Suggest that costs be taken from the Electric Fund for alleys constructed for that   utility’s use.
  • Asked to purchase a number of High Water signs for future use

 

4. Village Clerk:

  • Asked to provide Council with Employee Health care costs for 2012 contract =     $196,944.78
  • At Mayor’s request Kris has been working on online utility bill payment process with        the Village’s Budget & Utility Software provider; we will provide a description of the process & costs to Village and utility customer soon.
  • Working with Kenny Oliver and PERS on his retirement application.

 

5. Electric:

  • Ask Council to provide VA with guideline for the suggested employment of the a Lineman to replace retiring Kenny Oliver;  may not be prudent to keep applicants hanging much          beyond April 30th.
  • VA has been asked to provide Council for any work and materials that may be needed for the newElectricStorageBuildingbeyond the approved contract:
    • a list of proposed improvements beyond the contract
    • the estimated cost of each improvement
    • who would construct or implement each
    • what agency requires the improvement with any available documentation
    • any engineering costs either expended or needed for each
    • any other applicable costs to offset any future surprises
  • Department is looking at thermal imaging instruments to help locate faults and so forth.
  • Department is also looking at instrumentation and software at Substation to provide advance notification of problems; more info & costs in future.

 

6. Water:

  • VA asked to provide status ofstorage barn roof.
  • In the works specs & estimates for new instrumentation & a back up generator upgrade.

 

7. Wastewater:

  • Wednesday storm of last week produced 4+ inches of rain; knocked out plant.

 

8. Solicitor:

  • Researching a proposal to vacate the unopened portion of Williams   Street between 615 and 575 Dartmouth Street; as proposed the vacation would create a 12 foot wide alley down the center of the 40 foot wide right of way & vacate 14’ strip abutting both properties above.

 

9. Economic Development Committee:

  • Mayor has suggested that Committee begin visiting Village businesses in May

 

10. ICAN:

  • Council have any thoughts on the proposed Senior Housing Project modifications ?

            Reduce building from three buildings with eight apartments each to one building with       sixteen apartments  (Handout provided at 04/01 meeting)

 

11. Grants:

  • If Council runs across any grant programs that may benefit Village, please clip info or email information to Mayor;

            Example – Muskingum Watershed Conservancy District just awarded $ 750,000 in           grants nine.

  • Grants for 2013; 2014 applications due 11/29/2013

 

12. Zoning:

  • VA has been asked to review possible small businesses operations in residentially zoned areas; several have been suggested by residents

 

 

 

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(rec'd $24,000 in loans for the Planning portion of the Sewer Project and $228,800 for the Design portion), a disability issue, a worker's comp claim, & preparing paperwork for the new funds.

 

Plan to submit the paperwork for the Street Improvement Levy later this week to the Stark County Board of Elections.

 

Attending another meeting concerning Municipal Income Tax (HB5) and Healthcare Reform changes on May 1st in Bellville, Ohio put together by the Ohio Association of Public Treasurers.

 

14th Annual Local Government Officials' Conference Report:

 

OPERS:         There will be some changes in our payroll.  Starting in July, no one's pay cycle can run more than a month.  Council and the Fire Department will start to be paid on a monthly basis in July.  The requirement for one month's credit for pension will be raised to $600.  The requirement for one month's credit for health insurance will be raised to $1,000.

 

                        Non-Contributing List: Anyone that provided services in the prior year and were considered an independent contractor.  There will be Acknowledgement Forms sent to all of them.  Then they will be required to fill out Membership Determination Forms and it will be determined whether the Village owes them and OPERS money.

 

Health Reform:         Determination of Applicable Large Employer: Runs the same as the health insurance plan runs: From May 1st, 2013 until April 30th, 2014.   All part time hours, including the Fire Department, have to be totaled together each month.  This total is divided by 120 to determine the equivalent full time employees.   I've met with Jen Mohler and Joyce Cunningham to start making spreadsheet preparations.  Seasonal employees are only permitted to work 120 days.  I believe the record keeping is going to be very time consuming. 

 

"VILLAGE SPEAKS":

Council Member Godwin reported that he was contacted by John Vergis of W&LR Railway.  There had been an electric outage at 5pm on Friday.  The Electric Department was out and made all the repairs within an hour and twenty minutes.  He was very happy with their prompt attention and efficiency.

 

COMMITTEE OR COUNCIL REPORTS:

Insurance Committee meeting: Council Member Tharp reported he held two meeting and is recommending the Village stay with Ohio Insurance Services and Aultcare.  He wants to hold another meeting on April 22nd.

 

Utility Committee meeting minutes from April 1 , 2013.

 

Street Committee meeting: Council Member Godwin reported that the committee met this evening and recommends paving Wells   Street and Horton Street but wants to wait for the quotes before making the motion.

 

Economic Development Committee meeting: EDDS attended to recap the information from their previous meeting and answer questions posed by Council.  The committee is recommending engaging in the first and second proposals: Community Sustainability Comprehensive Plan and Economic Development Plan and Economic Development Plan Village Council Retreat.

 

 

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

                        Tree City USA Award Ceremony at West Salem, Ohio on April 23rd

Arbor Day is set for April 26th at 5pm in Sabo Park to plant a Swamp Oak

Employee Health Insurance renewal by 05/01

Street Committee: Mayor suggests that a goal of a May 13th Bid

Open Council Seat: Remind Council of scheduled Special Council meeting on Monday, April 22nd at 7pm to talk with applicants; five letters of interest received to date

 

*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: Request for set of turnout gear = $ (to be provided).

 

Fire Association: Request assistance with $7,500 fireworks display costs ($1,200 donated by Village in 2012).

 

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 wanted to address the Mayor over the deadline for the Council  applications.  He called Solicitor McCallin and stated that he concurred that Councilman Tharp was right.

 

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to extend the deadline for Council seat applications until April 19 at 3pm.  The vote: All yes.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to donate $1,200 to the festival fireworks from the General Fund.  The vote: All yes.

 

COUNCIL MEMBER HUFF MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to spend no more money on the electric building until Council is presented with a list of any work or materials that may be needed beyond the approved contract, the estimated cost of each improvement, who would construct or implement each, what agency requires the improvement with any documentation, any engineering costs either expended or needed for each, and any applicable costs to offset any future surprises.  The vote: All yes.

 

Council Member Hilliard wants to go down and look at it next week.  Clerk King asked Councilman Huff for some clarification on whether she could release payment on charges that have incurred prior to this meeting.  Councilman Huff stated those bills will be honored.  Councilman Tharp stated he was torn.  The project is already started and this would put it in limbo.  This will not change the fact that money is being wasted.  Councilman Huff wants everything stopped and wants to get a contractor to get a realistic figure.

 

COUNCIL MEMBER HUFF MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to for the VA to get two or more quotes on paving Wells and Horton   Street by the next meeting.  The vote: All yes.

 

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER HUFF and motion carried to have a Council of the Whole meeting to discuss employee insurance on April 22nd at 6:30pm.  The vote: All yes.  Council Member Hilliard asked if there was going to be a recommendation made at this meeting.  Council Member Tharp stated it would be down to two proposals.

 

COUNCIL MEMBER HUFF MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to have a Parks/Grounds/Building Committee meeting on May 6th at 6PM at the new electric garage.  The vote: All yes.

 

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to have a Utility Committee meeting on May 20th at 6:30PM to discuss the hiring of a fourth lineman.  The vote: All yes.

 

COUNCIL MEMBER BICHSEL MOVED, SECONDED BY COUNCIL MEMBER THARP to adjourn the meeting at 8:07pm.

 

 

Respectfully submitted,

 

 

 ____________________________________

K. Kris King, Village Clerk-Treasurer

 

 

 ___________________________________

Mike Schwab, Mayor

 

Spring Clean Up: April 22 - 25

 

"We are confronted with insurmountable opportunities." - Walt Kelly of "Pogo"

 

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