May 6, 2013 - Meeting Minutes

MINUTES

BREWSTER VILLAGE COUNCIL

MAY 6, 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

Tom Hilliard, Council Member

Jay Huff, Council Member

Joe Strausbaugh, Council Member

Steven Tharp, Jr., Council Member

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to excuse Council Member Godwin from this evening's meeting.  The vote: All yes.

 

VILLAGE OFFICIALS PRESENT:

Steve Hartman, Village Administrator

K. Kris King, Clerk-Treasurer

Al McCallin, Solicitor

Rick Patterson, Street Superintendent/Fire Chief

Ryan Swan, Electric Lineman

 

MINUTES FROM THE APRIL 15, 2013 REGULAR COUNCIL MEETING:

Mayor Mike Schwab asked if there were any additions or deletions to the April 15, 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.

 

MINUTES FROM THE APRIL 22, 2013 SPECIAL COUNCIL MEETING:

Mayor Mike Schwab asked if there were any additions or deletions to the April 22, 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.

 

MINUTES FROM THE APRIL 26, 2013 SPECIAL COUNCIL MEETING:

Mayor Mike Schwab asked if there were any additions or deletions to the April 26, 2013 Council meeting minutes.  There were none.

 

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

 

PRESENTATION OF BILLS:

COUNCIL MEMBER BICHSEL MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to accept the bills for the amount of $ 109,460.19.  The vote: All yes. 

 

Council Member Huff asked about the pump station control panel.  He questioned if the old one could be fixed.  VA Hartman stated it was too outdated and parts could not be located.    

AUDIENCE:

Betsy Mauger Bruneau of Navarre attended to speak in regards to the old jail cell.  Her great-grandfather had made it.  She gave the history of the jail.  It was built for Massillon until they built a new jail.  Then a gentleman brought some drunks into a Council meeting in a wheelbarrow and dumped them.  This is when Brewster received the jail cell.  She stated she left a message at the Brewster-SugarcreekHistoricalSocietyMuseum to see if they wanted the door to the cell for display.  She didn't want this piece of history destroyed.  Clerk King stated she had since met with Mr. Luckring, the curator of the museum and he found a place to display it.  Ms. Bruneau was pleased.

 

Ray Heitger of East Seventh Street stated his father-in-law told stories that they used to have a jail cell with no roof on it down by the bars that they used to throw the drunks in.

 

The following residents were present: Dale Fox, Cindy Mackey, Ray Heitger, Norma Duff, Harold Smith, Michelle Palmer (AMP).

 

GUESTS:

Dave Duff was presented with a Resolution of Appreciation by Mayor Schwab that was signed by all the elected officials.  Mr. Duff thanked everyone.

 

Bob Rombaugh of AMP Partners made a presentation on Electric Linemen's safety.  Council Member Tharp asked if there is a specific number of lineman needed according to the Village's load.  Mr. Rombaugh stated it depends on the congestion of lines and the task being done.  Mayor Schwab asked him to rate the danger of a lineman's job on a scale of 1 - 10.  Mr. Rombaugh stated it was a 10.  Brewster has 12,000 volts going through the substation and some of the dangers include ARC flashes and equipment failure.  He discussed how safety should always be the first priority in power outages.  Many accidents happen when they are rushed to get the power back.

 

CONSIDERATION OF ORDINANCES:

ORDINANCE 21-2013: An ordinance awarding a contract for the employees’ health, vision, dental insurance was passed at the Special meeting on April 26, 2013.

 

ORDINANCE 22-2013:An ordinance awarding a contract for employees’ life insurance was passed at the Special meeting on April 26, 2013.

 

RESOLUTION 23-2013:  A resolution for participation in Ohio Cooperative Purchasing Program was given third reading.

 

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER HILLIARD  and motion carried to pass Resolution 23-2013 as read.  The vote: All yes.

 

RESOLUTION 24-2013:  A resolution for appropriating $ 860,000 to Sewer Fund was given third reading.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to pass Resolution 24-2013 as read.  The vote: All yes.

 

ORDINANCE 25-2013: An ordinance funding 50% of Solicitor’s salary from Utility Funds was given third reading. 

 

COUNCIL MEMBER BICHSEL MOVED, SECONDED BY COUNCIL MEMBER THARP to bring forward the ordinance for passage.  Council Member Hilliard is concerned that we are hitting the Electric Fund too much and doesn't want to have to raise rates.  Council Member Huff stated that the 50% was going to be divided between water, sewer, and electric.  Council Member Tharp stated that 50% was only $4,500 annually from over $2 million.  Council Member Huff feels it is taxation without representation.  Council Member Tharp discussed how the AMP projections show that power costs for 2013-2018 show 2013 being the highest cost per kwh and that costs will be going down according to reports from AMP Partners.  This will greatly reduce the chances of rate increases.  He feels comfortable that this will not even be noticed in the Electric Fund.  VA Hartman stated given all the contracts he gives Solicitor McCallin to read for the Electric Department it is only fair they pay their portion of his salary.  Council Member Hilliard thanked Council Member Tharp for explaining this.  Council Member Tharp stated he thinks Council Member Huff's concerns are valid but it is only fair to ask the funds that have the work done pay for their share.

 

The vote: Bichsel, yes; Hilliard, yes; Huff, no; Strausbaugh, yes; Tharp, yes.  Motion carried.

 

RESOLUTION 26-2013:  A resolution creating a Sewer Replacement Fund was given third reading.

 

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to pass Resolution 26-2013.  The vote: All yes.

 

RESOLUTION 27-2013:  A resolution creating a Sewer Debt Fund was given third reading.

 

COUNCIL MEMBER BICHSEL MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to pass Resolution 27-2013.  The vote: All yes.

 

ORDINANCE 28-2013:  An ordinance prohibiting the parking of commercial vehicles in a residential area was given third reading.

 

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER BICHSEL  and motion carried to pass Ordinance 28-2013.  The vote: All yes.

 

MUNICIPAL DEPARTMENTS:

Fire Department: Chief Rick Patterson

Fire Chief: Request for one set of Firefighter’s Turnout Gear = $ 1565.00 (requested previously w/o the cost).   These have a 10 year life expectancy.  There is a chance of the law being changed extending the life of the turnout gear with inspections.

 

The Canton Health Department temporarily halted the house burn due to needed paperwork modifications.  Probably looking at June.

 

Council Member Hilliard asked if Council could do anything to help at festival.  Chief Patterson stated volunteers are always needed at the food stand and bingo tent.  He said to talk to Chris Colucy and he'll find something for him to do. 

 

Council Member Hilliard would like the Fire Department to come up with a date for the burning of the house.  As it is in his neighborhood, he prefers sooner than later.

  

Police Department: Chief Harry Porter

Donation request from DARE Officer Sgt. Denise Rossiter of $ 1500 for funding the DARE Program at Fairless Schools (Council copy).

 

PD will be assisting with a Senior Day Parade at Fairless. Mayor received an advisory from Nancy Brown of Vogley-Muskoff that Village liability insurance covered the Police Department's participation.

 

April Report from Chief Porter.

 

Council Member Hilliard stated he spoke to electors and they wanted to know why a city worker was directing traffic for an electric repair.  He thinks they should have had a police officer.  Mayor Schwab stated all but one part time officer has a full time job.  There are times when there is no one available.

 

SOLICITOR: Attorney Al McCallin

Just to reiterate the point-Solicitor McCallin had been contacted by AMP Partners to go over some information for the Electric Department.  This is an almost weekly event.

 

COMMUNICATIONS:

Brandy Vanegas of 221 S. Wabash Email: Interested in a Recreation Board Position.

 

Ohio EPA: Compliance Evaluation Inspection of WWT Plant on April 22^nd .

 

Letter from Betsy Mauger Bruneau: Request for the door & key taken from the old jail in Village Hall.

 

VILLAGE ADMINISTRATOR: Steve Hartman

Waiting on another quote for paving Horton and Wells.  Received one so far.

 

Received quotes for the concrete work for the catch basin and walk at the Dairy.

• RG Smith        $   770.00
• Next lowest     $1,200.00

 

Installed the new electric meter at the railroad.  They are now on primary rate.

 

Installed three electric smart meters at the school locations.

 

Currently ahead $ 60,000 in income tax collections from last year.  This could change in the next three days.

 

Weed letters have begun going out.  Two more tomorrow.

 

The quote from Metal Masters for the HVAC and duct work for the new electric garage is $24,180.00.

 

Lake County Sewer repair estimate is $ 14,845 for relining three blocks.  This is much cheaper than digging out and replacing the lines.

 

Council Member Tharp stated that Matt Miller on North Wabash is concerned about a tree in front of his house.  Tree Board will look at the tree.

 

Council Member Tharp asked if there are any updates on when construction will start on the new pump station.  VA stated he would ask Hazen-Sawyer for a progress report.

 

Council Member Huff stated several years ago there was work done on the piping under the levy.  He thinks we should continue with this before the Corps comes and tells us we have to do it.  It would be nice if we could find some grant money for this.  VA Hartman to get a price to camera the lines.

 

Council Member Hilliard stated the Dairy is plastering the road with grass on Needham.  It was stated that Supt Patterson has already spoke with them.

 

Council Member Hilliard asked VA Hartman if he has gotten quotes for the water tower automation.  He has one and a request to another company.

 

The VA, Mayor, and Councilman Tharp will be meeting with the Dairy on May 15th in the middle of the afternoon.

 

Council Member Hilliard asked if he could get a timeline on the sewer project. 

 

Council Member Tharp asked who the quote for the water tower automation was from and who the other company was.  Bergren was the first company and VA couldn't remember the name of the other Columbus based company.  He has it in his office.

 

MAYOR’S REPORT:

BimelerPark Gazebo Project: Natureworks Grant Application submitted to ODNR (60 pages);

Project Cost = $ 45,510; 75% grant requested = $ 34,132.50 (Council copy of Basic Info Sheet).

 

Elton Street Water Main Proposal Poll: 29 letters sent & 28 returned (April 30^th deadline):

            24 – No                       4 – Yes

Suggest that Council make a decision on the proposal soon & advise property owners.

 

Proclamation: May 17th & 18th is Poppy Day in Brewster.

 

Monthly Financial Report via the Police Dept; Fines & Receipts = $ 225.50 (01/01 – 04/18).

 

Propose that Council create a Water Replacement Fund similar to the new Sewer Replacement Fund.

 

Suggest that Council approve $ 15,000 in seed funds for the Employees’ Health Reimbursement Account to be managed by Ohio Insurance Services of Columbus divided appropriately between all affected funds.

 

Other Items That May be of Interest to Council:

 

1. Elton Water Main Proposal/Suggestions:   RESULTS             24-NO             4-YES

• 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, certified mail issue.
• Used the Dairy's West Seventh Street house for training for apprehension of an armed "bad guy".
• Working on providing safety measures for a Fairless "Senior Parade".

 

3. Street:

• Rebuilt storm sewer from alley at Pinewood to Wabash; major blockage found.

 

4. Village Clerk:

• 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.

 

5. Electric:

• Kenny Oliver's accumulated sick and vacation days end on May 30th; race to get retirement in place.
• Department is looking at thermal imaging instruments to help locate faults and so forth.
• Department is looking at remote metering equipment for each electric customer.  This in conjunction instrumentation at substation and software would provide real time monitoring of each location by department and customers.  Similar metering has been installed at the three largest customers.  This equipment would provide many features up to and including advance notification of problems; more information and costs to be provided by VA Hartman.

 

            Suggested approach:  As this may be costly and will take time to install.

            It is suggested that the meters be installed over a period of years dependent on the cost     and the availability of hours for our people to install.  A similar approach could be         taken for water metering.  Downside - With fast changing technology the equipment   and software could change mid-project.

 

6. Utility Office:

• Now offering paperless billing to customers; sign up to have bill sent to your email.

 

7. Water:

• VA asked to provide status ofstorage barn roof.
• In the works specs & estimates for new instrumentation & a back up generator upgrade.
• In conjunction with the electric metering proposal similar water metering could be installed; cost could be shared with wastewater.

 

8. Wastewater:

• Pump Station Project engineering continues.

 

9. Economic Development Committee:

• Committee will schedule a May visit to the Brewster Dairy.
• Employment of a consultant in the works.

 

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).

 

This could be considered Economic Development.  Would Council like to sit down with Amanda Fletcher from ICAN and Larry Kolic the developer to review changes?

 

11. Employee Health Care:

• Brian Savage met with the full time employees to review the new Aultman Aultra 5000A/HRA Plan to outline the processes.

 

12. New Village Government Contact Sheet - May version

 

13. Underpass planter damaged on Friday, May 3; Police report made and arrangements for repair being made.

 

VILLAGE CLERK-TREASURER’S REPORT: A handout provided

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

 

Working on paperwork for the sewer project.  Will be submitting a request for another $4,000 from the Planning portion of the Sewer Project and $17,600 for the Design portion from the OWDA.

 

The Soccer Club will be using Village Hall for registration on June 29th from 10am to noon.

 

Attended 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.

 

Ohio Police and Fire Pension changes and resolution.  Employee deduction will be increased to 10.75% from 10%. 

 

April Financial Report provided to Council.

 

Clerk King spoke with Auditor of State's Office concerning the additional Sewer Funds.  The Sewer Replacement Fund needs to be approved by the Auditor of State but the Sewer Debt Fund does not require approval.

 

The cost of the Easter Egg Hunt was $1,077.47.  There are enough goodie bags left over for next year.

 

The Fairless Middle School Special Needs Class visited last Friday.  They had a tour of the Fire Department and went through the trucks.  They were given a demonstration by the Electric Department.  They wrapped up their visit with lunch donated by Council Member Godwin and crafts at Village Hall.  They also met with the Mayor.  One young man stated it was his "best day ever".

 

"VILLAGE SPEAKS":

Council Member Hilliard stated he had a complaint that there was a "Vote for Fairless" sign on the backstop in the park.  He requested it be removed.

 

Council Member Tharp had a complaint that a Council Member had blocked her driveway during a baseball event.

 

Council Member Bichsel stated that Brewster Parke was having a community cook-out on Thursday the 9th behind the Jefferson Inn.  They plan to have monthly events.

 

COMMITTEE OR COUNCIL REPORTS:

Economic Development Committee meeting minutes from April 15, 2013.

 

Insurance Committee meeting minutes from April 8, April 12, and April 22.  Council Member Tharp stated the meetings were to shore up the insurance policy.  It has one card with 90/10%.

 

Council Member Huff: Buildings/Parks/Grounds meeting this evening was at the new electric building to get the committee's marbles in a row and they will give a recommendation at the appropriate time.

 

EXPENDITURE REQUESTS FROM PAST MEETINGS:

Fire Chief: Request for one set of turnout gear at a cost of $ 1,565.00.

 

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 HUFF MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to purchase turnout gear at a cost of $ 1,565.00 from the Fire Fund.  The vote: All yes.

 

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to create a resolution to continue the pick-up treatment of contributions to Ohio Police and Fire Pension Fund (OP&F) with a correction to the sample resolution for the previous percentage and have it brought forward for passage.  Council Member Hilliard asked Clerk King what effect this would have on village finances.  She replied that this change will only affect the employee portion of the contributions.  The vote: All yes.

 

RESOLUTION 29-2013: A resolution amending and restating the treatment of contributions to OP&F was given first reading.

 

COUNCIL MEMBER BICHSEL MOVED, SECONDED BY COUNCIL MEMBER THARP 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 29-2013.  The vote: All yes.

 

COUNCIL MEMBER BICHSEL MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to put Brandy Venagas on the Recreation Board pending a background check.  The vote: All yes.

 

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER HILLIARD to follow what the residents requested and not do anything with the waterline proposal on Elton.  Council Member Huff does not want to give up on this yet.  He would like to look into getting financial assistance.  He believes that the cost is the main deterrent for the residents.  Council Member Hilliard wants to let residents know we don't want them to pay but want to look at other financial options.  The vote: All yes.

 

COUNCIL MEMBER HUFF MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to set up the seed money for the insurance with Ohio Insurance Services for a total of $ 15,000 to be taken from the appropriate funds.  The vote: All yes.

 

COUNCIL MEMBER HUFF MOVED, SECONDED BY COUNCIL MEMBER THARP and motion carried to allow the electric department to continue work on the garage that had been tabled several meetings ago and have the electrical and metal work completed at a cost not to exceed $ 40,000.  The vote: All yes.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to donate $ 1,500 to the DARE Program.  Council Member Tharp asked if this should wait until next meeting.  Clerk King stated that DARE graduation was coming up at the end of the month and they wanted to get the T-shirts and other items for graduation shortly.  The vote: All yes.

 

COUNCIL MEMBER HUFF MOVED, SECONDED BY COUNCIL MEMBER BICHSEL to authorize work on the sewer lines on Wabash Ave under the boulevard and Wabash between 1st Street and Main Street for a total of three blocks at a cost of $ 14,845.  Council Member Tharp asked if this was an emergency.  He would like to wait a meeting and talk to Superintendent Maybaugh.  Motion was withdrawn.  Council Member Hilliard asked if this is going to reduce the flow?  VA Hartman stated this is for sanitary sewer not storm sewer.

 

COUNCIL MEMBER THARP MOVED, SECONDED BY COUNCIL MEMBER BICHSEL  to give the VA authority to hire the 4th lineman in the Electric Department.  He stated part of the reason he is bringing this up now was the information presented by the AMP Partners representatives.  Mr. Rombaugh had highlighted that it depends on what type of work is being done as to how many lineman are needed.  At what cost savings are we willing to risk lives?  When it takes 4 guys to work safely then the money is well worth it in the long run.  Council Member Hilliard stated the 4th guy was hired because George was retiring and he didn't.  The sub is done and all the guys are doing is maintaining the existing lines.  He thought that Council Member Tharp was going to have another meeting to discuss it.  He doesn't like hiring someone's buddy.  Council Member Tharp stated you can't change what is already done.  That's what we have.  He is willing to amend his motion to state pending Mr. Oliver's retirement.  Council Member Bichsel asked VA Hartman if he foresees any projects that would require the 4th lineman.  The trailer park conversion is a possibility.  Council Member Strausbaugh asked if hiring an electrician would be a better option.  VA stated he would still have to be trained as a lineman.  They would still be short with vacations and sick times.  Council Member Huff stated that we hired Hudson to run some wire and why can't we just do that?  Lineman Swan discussed the difference between three phase and single phase and how Hudson has the equipment to complete that type of job in one day and would take our guys three weeks using the Village's equipment.  Council Member Strausbaugh asked when the trailer park conversion was scheduled.  VA stated that would depend on an agreement between the BeachCity and Brewster Councils. Agreements between government entities are unpredictable.  Council Member Tharp stated that Mr. Oliver has not been working for a while.  Essentially leaving three and if anyone gets hurt they are down to two guys which is unsafe.  We need to look at this as a safety issue.  We need to put safety first.  Council Member Bichsel asked if we hire another person would they make the same as Mr. Oliver.  The new person would not include Oliver’s longevity pay of approximately $ 1500. Council Member Strausbaugh stated that there is no clear cut answer.  Comes down to what you want/feel comfortable with.  Council Member Hilliard asked about hiring AMP to fill in when needed like when we had the tornado.  VA stated the village doesn't want to pay for that.  It is very expensive.  Mayor Schwab stated that Lineman Swan was hired to replace Lineman George Radich six years ago and that George is now six years closer to retirement.  Council Member Tharp asked if VA Hartman was coming back to Council with the new hiree recommendation?  Council Member Hilliard stated VA knew the guy he wanted to hire.  VA Hartman stated he knew his credentials and where he currently works.  VA Hartman stated it was not needed under the O.R.C. for Council to interview or select the hiree, that all the candidates are strangers to him, and that no candidate is related or a friend of any current employee or official.    

 

The vote: Bichsel, yes; Hilliard, no; Huff, no; Strausbaugh, no; Tharp, yes.  Motion failed.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to donate the jail door and the key to the historical society.  The vote: All yes.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER BICHSEL and motion carried to hold a Neighborhood Watch meeting on Tuesday, May 21st at 6pm.  The vote: All yes.

 

COUNCIL MEMBER BICHSEL MOVED, SECONDED BY COUNCIL MEMBER THARP to adjourn the meeting at 9:04pm.

 

Mayor Schwab thanked everyone.

 

Respectfully submitted,

 

 

 ____________________________________

K. Kris King, Village Clerk-Treasurer

 

 

 ___________________________________

Mike Schwab, Mayor