February 16, 2021 - Meeting Minutes

MINUTES
BREWSTER VILLAGE COUNCIL
FEBRUARY 16, 2021
7:00 P.M.
 
Due to COVID-19, this meeting was permitted by Sub.H.B.197 to be held through a conference call.  Notification was sent to the Massillon Independent, posted on the front doors, and posted on the BrewsterOhio.com website.
 
Brewster Village Council met in regular session with Mayor Chuck Hawk 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 to the flag.
 
MEMBERS PRESENT:
Charles Hawk, Mayor
Dale Fox, Council Member                           Andrew Hess, Council Member                 
Thomas Hilliard, Council Member             Brett Long, Council Member                      
Sydney Radich, Council Member                               Mike Schwab, Council Member
 
VILLAGE OFFICIALS:
John Anthony, Solicitor                                  Kris King, Clerk-Treasurer
Michael L Miller, Village Administrator
 
MINUTES FROM THE FEBRUARY 1, 2021 REGULAR COUNCIL MEETING:
Mayor Chuck Hawk asked if there were any additions or deletions to the February 1, 2021 Council meeting minutes.
 
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to approve the minutes as read.  The Vote: all yes.
 
PRESENTATION OF BILLS:
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carried to accept the bills in the amount of $ 100,672.27.  The vote: All yes.
 
AUDIENCE:
Fire Chief Chris Colucy and Police Chief Keith Creter were also present on the call.
 
PRESENTATION OF GUESTS:
There were no guests.
 
CONSIDERATION OF ORDINANCES:  Titles of each read by Solicitor John Anthony
Third Reading:  An Ordinance Authorizing the Village Administrator to Contract with Wood Electric to Install a Back-up Generator for the Police Department.  Mayor Hawk stated that he and VA Miller had discussed, and VA Miller wanted to look into other options that Council suggested.
 
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to table the ordinance until other power options were explored.
 
RESOLUTION 08-2021:  A Resolution Granting Falcon Baseball Priority Use of the Village of Brewster Baseball and Softball Fields for the 2021 Practices and Games was given third reading.  VA Miller clarified that the high school team has priority on Field #3 while Falcon Baseball (Youth League) has priority on the other fields.
 
COUNCIL MEMBER HESS MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carried to pass the resolution as presented.  The vote: All yes.
 
ORDINANCE 09-2021:  An Ordinance Authorizing Entering into an Operations and Maintenance Agreement with AMP Transmission, LLC (AMPT) for AMPT 69KV Transmission Line and Electric Substation Assets was given third reading.
 
COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carried to pass the ordinance as presented.  The vote: All yes.
 
ORDINANCE 10-2021:  An Ordinance Reestablishing Quarterly Transfers from the General Fund and Quarterly Transfers from the 1% for Municipal Income Tax was given third reading.
 
COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to pass the legislation as presented.  The vote: All yes.
 
Second Reading:  An Ordinance Authorizing the Purchase of a V-Box for the Street Department.
 
Second Reading:  An Ordinance Establishing Permanent Appropriation for the Fiscal Year 2021.
 
Second Reading:  An Ordinance Authoring and Consenting to ODOT to Maintain Markings, Plow and Salt, and Maintain and Repair State Highways within the Corporation Limits.
 
First Reading:  An Ordinance Authorizing the Awarding of a Contract for the 2021 Brewster Paving Program.
 
RESOLUTION 11-2021:  A Resolution Authorizing the Village Administrator of the Village of Brewster to Prepare and Submit an Application for a Stark/Tuscarawas/Wayne Recycling District to Request and Accept a 2021 Program Startup Grant and pass it under emergency was given first reading.
 
COUNCIL MEMBER RADICH MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to suspend the rule requiring three separate readings and bring the legislation forward for passage.  The vote: All yes.
 
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to pass the resolution as presented.  The vote: All yes. 
 
First Reading: A Resolution Approving/Disapproving the Recommendation of the Tax Incentive Review Council.
 
ORDINANCE 12-2021:  An Ordinance Authorizing a Two-Year Contract with Sugarcreek Township for Fire and Ambulance Services by the Brewster Volunteer Fire Department and declaring an emergency was given first reading.  Mayor Hawk stated that he had received the contract earlier that day.
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to suspend the rule requiring three separate readings and bring the legislation forward for passage.  The vote: All yes.
 
Council Member Hilliard asked if the amount was the same.  Clerk King stated the percentages and amount were the same.  The amount is based on property taxes collected by the Township.  Chief Colucy stated he and the Fire Chief of Beach City plan to request the Township Trustees look at a property tax increase.  Solicitor Anthony stated the emergency passage was due to the contract needed to go into effect on the 23rd of February.
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to pass the legislation as presented.  The vote: All yes.
 
MUNICIPAL DEPARTMENT REPORTS:  
A. FIRE DEPARTMENT:  Chief Chris Colucy
  1. There were 102 calls so far in 2021.
  2. The Chief reported on a house fire in which a Sugarcreek Township family lost everything.
  3. Chief Colucy stated that the Clerk would be seeing a Training Grant reimbursement in the near future for an undisclosed amount.
  4. The department has applied for equipment grants for a gear dryer and fire hose.  The fire exposed that the department needs more hose now.  He would like Council’s permission to purchase 12 sections of 1.25 inch hose at a cost of $1680.
  5. Council Member Hilliard asked what the status on the festival is.  Chief Colucy stated that he is waiting until the middle of March to see where the Governor stands on allowing festivals and fairs this summer.
 
B. POLICE DEPARTMENT: Chief Keith Creter
  1. The January monthly report was sent out to Council in the email that shows 629 calls that include 305 with direct citizen contact.
 
VILLAGE SOLICITOR: John Anthony
  1. I made contact with American Title and have been advised that the title report is being prepared.  When completed it will be forwarded for review.  After approval deeds will be prepared and a closing scheduled.  After closing the Village will assume control and operation of the Cemetery.  Schedules and forms will be completed and sent to the Ohio Department of Natural Resources.
  2. As was said at the last meeting, the Council is vested with power to make ordinances that affect the operation of the cemetery.  Council is the ultimate authority over the cemetery, and the Board appointed by the Mayor assumes administrative duties the same as the Director of Public Service in a City subject to the ordinances of the Village.
 
Solicitor Anthony also provided the following information for Council review:
The Ohio Revised Code states the following:
“The board of cemetery trustees shall have the powers and perform the duties prescribed by sections 759.09 to 759.18, inclusive, of the Revised Code, for the director of public service in cities.”
Last meeting, I pointed out a few of the powers, but I would like to summarize those powers as stated in the law through the referenced sections:  The following are short summaries with the sections notated as follows:
09: The director of public service (Board) shall take possession and charge, and have the entire management, control, and regulation of public burial grounds and cemeteries located in or belonging to the city (Village), subject to its ordinances. The Director (Board) may make plats, direct improvements such as walks paths etc., number lots and layout avenues.  Subject to approval of the legislative authority of the (City)(Village), appoint necessary superintendents, employees, and agents, and shall determine their term of office and the amount of their compensation. 
10: The director of public service (Board) shall, when necessary, institute suits and see that all laws and ordinances passed for the protection of public burial grounds and cemeteries, and the burial of the dead, are enforced.
11:   The Director (Board) may make bylaws and regulations, not inconsistent with the ordinances of the (City) (Village) and the constitution and laws of this state, for the management and protection of the burial grounds and cemeteries and shall have the same validity as the ordinances and perform such other duties as directed by Council.
12:  Maintain books of receipt and expenditures of the Village (City).
13: Determine the size and price of lots
14: Receive donations provide for care of the grounds.  Exercise control and management of the property of the cemetery.
15: Deposit funds and maintain funds.
16:  Make the appointment of a clerk and keep accurate minutes of meetings.
  1.   Make annual and quarterly reports to the legislative authority.
  2.   Report to council when Board believes enlargement of the grounds is necessary.
 
COMMUNICATIONS: 
 
VILLAGE ADMINISTRATOR: Mike Miller
Council received the Village Administrator’s report last week to review.
 
COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to accept the VA’s February 16, 2021 report as written and emailed to Council and to enter it into the record of tonight’s Council meeting.  The vote: All yes.
 
Administrator’s report for period 2/2/2021 thru 2/16/2021:
 
  • Fire Station Addition – Changes Orders & Overall Budget. No changes since last meeting. At this point, the overall cost status is essentially the same as last meeting. Theoverall perspective of where we stand with the Fire Addition Budget:
 
  • Original contracts for General, Electric, and Plumbing/HVAC amounted to $1,479,348.
  • General change orders to date amount to $131,603.92.
  • Plumbing/HVAC change orders to date amount to $3,023.00.
  • Electric change orders to date amount to $21,723.89 with the additional $6,158.39.
  • Total cost including change orders to this point brings us to $1,635,698.81 with the additional $6,158.39. We are 10.6% over the original award.
 
As the final bills are paid, Kris will be able to provide the final cost for construction.
 
  • Jefferson Ave Sanitary Sewer Replacement Project. Construction activities continue for the Jefferson Ave Sanitary Sewer Rehabilitation Project.
 
An initial meeting was held on site with the Contractor, Village representatives, and Thrasher to review the next phase of work, which is the water line. The water line installation has been postponed twice due to the weather forecast, specifically the low temperatures. Tentatively weather permitting Central Allied is looking at beginning water line work the week of February 22nd. We met again Friday February 12th , and in reviewing the waterline placement, the current alignment at the west side of Jefferson has some potential issues. It is staked if you wish to view it) and can’t be moved to the east on that side of the street because it would either be under curb and gutter (making FAR future repair costly) and having to maintain separation from the sanitary sewer. But if it were to be moved to the east side we could maintain separation from the sanitary line and keep it in the grass behind the curb and gutter. Both Thrasher and Central Allied are checking to see whether that would be plausible, and whether we can do so with our current PTI from the EPA.
 
Work on the new sanitary main is basically complete, aside from filling in the old/abandoned line.
  • Generator for Police Department. I now have two (2) quotes for installing the Police Department Back-up Generator (old Village Hall/FD Generator). The low bid is Wood Electric at $23,500. I requested a bid from another contractor but received no response.
 
Installation of the back-up generator will assure continued operations of the Police Department in the event of a power failure. It can only serve the Police Department. The current configuration is two meters/panels – one at the PD and one at Street. Code and safety considerations don’t allow us to mix.
The plan LONG TERM is to if/when a new Street Department Building is constructed, to feed the last 3 Street bays from that structure/service, and then split the PD bays portion back over to the PD/Generator. My thought is rather than full blown additional back-up generator for the new Street Department get battery back-up garage door openers so we can get equipment out, with something much smaller for lights etc. (like a home Generac). Much less expensive.
 
An Ordinance is before Council to award a contract to Wood Electric.
  • Electric Substation – SCADA (Supervisory Control and Data Acquisition System).  Council passed the ordinance authorizing entering into a contract with GPD to complete the SCADA work for the new control house at the Substation on January 19th. Preliminary work is being completed so that when a contract can be formally entered into this week on February 19th, the Village and GPD are ready to move forward. As I indicated before, we must wait 30 days after passage before the ordinance is effective.
 
  • 2021 Paving Program. Council passed the ordinance authorizing advertising for bids on January 4th, so I am working on finalizing the specifications with Thrasher, our engineer, to firm up the specifications and to provide an engineer’s estimate – we must have engineer’s estimate to bid. On February 5th, 30 days after passage when the ordinance is effective, I will be able to place the advertisements in the newspaper. Planning to advertise 89th and 16th and open bids on March 2nd.
 
  • AMPT – Operation and Maintenance Contract. Last summer when we sold Brewster’s transmission line and 69Kv assets, we discussed Brewster Electric Department personnel continuing to perform maintenance on the transmission line and 69Kv assets and being reimbursed by AMPT. While a draft O & M Agreement was presented, Council didn’t authorize entering into it at that time. We have been negotiating an O & M Agreement with AMPT. In additional to Maysel, both Electric Superintendent Ryan Swan and Law Director Anthony have been involved in the negotiations. On a conference call Friday January 15th, an agreement was reached, that establishes responsibilities and how Brewster will be reimbursed for its operational and maintenance efforts on the transmission line and 69Kv assets.
 
I previously forwarded two (2) of the Appendices that had not been completed, a Village organizational Chart and an Overtime Rate Chart., that will be included in the AMPT O & M Agreement. Clerk-Treasure Kris King helped verify the calculations I had prepared in my spreadsheet, which was forwarded to AMPT with our relevant Employee Handbook Policies regarding overtime to AMPT.
 
The AMPT O & M Agreement is scheduled for third reading February 16th. Provided it passes, the Agreement can be executed March 19th and the Village can then bill for its costs for the insulator damage last Fall.
 
I am asking Council to pass an ordinance authorizing the Village Administrator to enter into an agreement with AMPT for operation and maintenance of the transmission line and 69Kv assets AMPT purchased form the Village in 2020.
 
  • SRTS – Right-of-Way Acquisition. We have received authorization from ODOT to proceed with right-of-way acquisition. OR Colan has begun contacting property owners on the Village’s behalf.
 
  • Advanced Meter Infrastructure (AMI). The AMI Project continues to move forward. The base station has been delivered and installation has begun. Core and Main, the company that was awarded the Village’s AMI Meter Project, indicated that within a couple of weeks the antenna/receiver and other infrastructure necessary to support the AMI Meters will be in place. The Electric Department can soon begin installation. Letters have gone out to all customers to inform them of the AMI upgrade.
 
  • AMP – AFEC. On Tuesday January 26th I participated in an AFEC Membership Meeting on behalf of Brewster. AFEC is a nominal 512 megawatt (MW) natural gas-fired generating station with 163 MW of duct-firing capacity. The AFEC site is located in the northwest corner of the City of Fremont.  AMP share is 5.16%. Brewster’s share is 0.61%.
 
The primary subject was pre-payment of a portion of its natural gas requirements to hedge its position, protecting it to a degree from upward fluctuations in natural gas prices yet still remaining flexible enough to benefit from current low prices. If it sounds familiar, it is because they were previous authorized to do so, but the market never presented an opportunity to do so. I informed Council about that in December 2019.
 
At the most recent AFEC Fuel Subcommittee and Participants Meeting, both bodies unanimously approved to proceed with natural gas prepayment transactions (multiple) totaling 35,000 MMBTu/day (same as before). This prepayment [purchase(s)] would be for a term no greater than 15 years with appropriate opt-out language, to be closed this time no later than December 31, 2021.
 
Under the prepayment arrangement, AMP gets a discount from the seller based on the seller’s cost of money, which is typically higher than AMP’s cost of money.  The result is that AMP pays less for the gas (debt service payments) than they would have paid under a typical pay as you go contract.
 
Brewster has been provided with an option to opt-out of the prepayment arrangement. AMP requests that the Village respond in writing by Friday, February 19, 2021 at 5:00 PM. It is my understanding that if we opt-out, AMP will just purchase what would have been our portion of the prepayment arrangement from the short-term market and those costs will be passed on directly to the Village, unless we instruct AMP otherwise. I am discussing the proposal with Courtney & Associates, who is researching the issue further and will make a recommendation in time for the Village to act on February 16th, prior to the date we have been asked to response.
 
  • 2021 OPWC Application – Potential Project.On January 20th in the VA Report for February 1st, I outlined potential projects that could be submitted for OPWC Funding. In subsequent internal conversation with Water Superintendent he has indicated that the Barber Water Line Replacement can be done with Village forces. Therefore, I am not exploring getting engineered drawings for that project.
 
However, the Tuscarawas/Locustdale/Pinewood Water Line Replacement and Rehabilitation Project, with over 24 taps to be reinstalled and the possibility of having to rebuild Tuscarawas is a good OPWC candidate.
 
As I previously indicated, the water line on Tuscarawas between Locustdale and Chestnut needs replaced, as do the water lines on Pinewood and Locustdale due to:
               
  • Age. The water lines are in excess of 60 years old and sandcast iron. The water line to the north (same vintage) in Tuscarawas between Chestnut and Harmon was replaced in 2018.
  • Prospective Paving of Tuscarawas between Harmon and Locustdale. The Water Superintendent indicated that the water lines on Tuscarawas should be replaced prior to/concurrent with paving or rebuild, as stress on cast sandcast water lines that are over 60 years old (or more) might cause breaks, requiring tearing up new pavement if they are not replaced prior to or concurrent to paving/rebuild.
 
I met with W.E. Quicksall this morning regarding scope. Scope is a necessary step before a price proposal can be forwarded/negotiated. In those discussions, the scope is going to be limited to the water line replacement. While replacing the water line and repaving or rebuilding at the same time could make sense, it also could put the Village in the position of doing more work and therefore spending more money than necessary.
 
  • Replacing the water line and repaving or rebuilding at the same time requires more cost for engineering.
  • Replacing the water line and repaving or rebuilding at the same time may end up with the Village assuming that this portion of Tuscarawas is as bad as the portion to the north, and engineer/plan/spend accordingly. The rebuild of Tuscarawas between Chestnut and Harmon had a cost of approximately $45,000 in 2018. IF we planned to do the same with this rebuild, we are talking 4 “blocks” or $180,000.
  • Core sampling has proven inadequate to determine what is below the surface of Brewster Streets.
  • The best way to KNOW what Tuscarawas between Chestnut and Harmon, as well as Pinewood and Locustdale, is to look at cross-sections with the main and laterals when the waterline is replaced. That will provide the best indicator of what needs to be done for the streets.
 
So, the plan is to get the water line replaced, and after the water line is replaced determine whether Tuscarawas between Chestnut and Harmon, as well as Pinewood and Locustdale, need to simply be repaved or need to be completely rebuilt. Based on that determination, the Village can either add it to a future Paving Program or prepare specs for a rebuild and apply for a subsequent grant.
 
I provided a snapshot in my previous email of where we are in the project process. I have taken the liberty of expanding the “CHECKLIST” to show all the steps, which is:
 

1

Project identified

2

Choose Engineer
  • Rank Engineering Firms based on SOQs
  • Arrive at Top 3

3

Determine & Agree on Scope of Services
  • Negotiate with Top Ranked Engineering Firm

4

Obtain and Negotiate Price for Scope of Services
  • Negotiate with Top Ranked Engineering Firm
  • If not satisfied, move to 2nd ranked Engineering Firm

5

Prepare Legislation for Council to Enter into Contract with Engineer for Design/Plans

6

Council Authorizes Entering into Contract with Engineer

7

Execute Contract with Engineer

8

Engineer Completes Plans & Specifications

9

Engineer Provides Engineer’s Estimate

9a

Prepare Legislation for Council to Apply for Grant

9b

Council Authorizes Applying for Grant

9c

Prepare Grant Application (with or without Engineer’s Assistance)

9d

Submit Grant

9e

Await Decision

9f

IF Yes, wait for appropriate Start Date for Bidding

IF NO, proceed to Next Step

10

Prepare Legislation for Council to Authorize Bidding

11

Council Authorizes Bidding

12

“Obtain” Prevailing Wages to include in Bid Specifications

13

 

Advertise for Bids
  • Pre-Bid Meeting
  • Amendments to Specifications if necessary

14

Open Bids

15

Review Bids
  • Verify that lowest & best bid is within 10% of engineer’s estimate

15

Prepare Legislation for Council to Award Contract

16

Make Award Recommendation to Council

17

Council Awards Contract

18

Submit Prevailing Wage Bid Tabulation Form to Commerce

19

Complete Contract Documents
  • Solicitor Reviews Contract Documents

20

Execute Contracts

21

Notice to Proceed

22

Notice of Commencement filed with Recorder

23

Pre-Construction Meeting

24

Commence Construction
 
So, once the scope of services is established, the next step is negotiating a price. Once a price is established, I will bring it to Council for them to approve or reject.
 
While I recognize that Council does not wish to pass legislation on an emergency basis, and I am certainly at this point reluctant to make emergency request, IF Council wants to be able to turn this project in for THIS year’s OPWC Round, Council should consider passing the authorization for the Village Administrator to enter into an engineering contract on an emergency basis.
 
  •  AMP – Year End Power Summary. I previously forwarded a copy of AMP’s year end summary for the Village of Brewster for 2020. A couple of things I noted when I reviewed it:
 
  • The summary shows our rates $4.74 higher than the forecast, but when I add the individual numbers up from the memo I don’t come up with that number - $0.50/MWh for 4% drop in usage; $1.25/MWh for mild weather; $2.75/MWh for ATSI Transmission increase = $4.50. The answer is that when AMP does their analysis of what caused the differences between AMP’s forecasted and the actual rates, they only estimate rate impact to within about 0.25/MWh. The rest of the difference is explained by several smaller things such as when Brewster happened to be using more or less energy and spikes and falls in the market at various times.
  • Not all our energy projects that we participate in are shown on the pie chart, because Brewster “sold” its energy sources to BP as part of the remainder contract.
 
If you have any questions let me know and I will pass them on.
 
  • AMPT – Second Transmission Line. I participated in an AMPT “members” meeting on February 11th. In that meeting is was disclosed that there has been a development with PJM regarding AMPT’s (Brewster’s) second transmission feed. Ultimately, Brewster is still programmed to get the second transmission feed. However, there is some additional steps PJM has established that may affect WHO builds it. Essentially, PJM is opening a 30-day open competition window for other entities in addition to AMPT to propose alternatives that will achieve the goal and/or build the second feed.
 
  • Decorative Lighting – East Main between Wabash & Cleveland. The Electric Department began work installing the new decorative lighting on East Main between Wabash and Cleveland this week. The bases are installed. When weather permits the installation will continue.
 
  • New Fairless High School – Stormwater Plans. Last week I received an approval letter from Stark County Subdivision Engineer approving the storm water plans for the new high school.
 
To refresh everyone’s recollection, in July when the plans were being reviewed by the Planning Commission and Board of Zoning Appeals, I reached out to the Stark County Regional Planning to seek assistance in storm water review. I indicated that this type/size of development is something that to my knowledge Brewster hadn’t dealt with in the recent past. RPC Director Bob Nau graciously offered RPC’s assistance in the form of having Subdivision Engineer Joe Underwood review the plans.
 
The Zoning Certificate that was issued included conditions, including a condition that the stormwater plans for the new high school be approved by Subdivision Engineering, which has now occurred.
 
There is also a condition that the stormwater plans be approved by Stark Soil & Water, which is a separate review regarding water quality, so I will be reaching out to them at this point.
 
I have thanked both RPC Director Bob Nau and Subdivision Engineer Joe Underwood for their gracious assistance.
 
  • Tree Program – 2021. All Tree City activity as well as all work on tree removal, sidewalk replacement due to trees, and purchasing replacement trees has stopped pending a meeting of the Tree Board.
 
  • Columbia Gas – Gas Line Repairs in Streets. I have been in communication with Columbia Gas about their post-paving repairs on Wabash, expressing “dis-satisfaction” that they are tearing up brand new pavement.
 
In an attempt to prevent that from happening on streets the Villages is planning to pave in 2021, I have forwarded and updated a list of Streets that the Village plans to pave in hopes that Columbia Gas will make any required repairs BEFORE the Village pave rather than after.
  • Community Reinvestment Area (CRA) – Residential. It is that time of year for the CRA Housing Council to meet so that the Village’s annual report can be submitted to the State of Ohio.
 
One of the requirements for residential tax abatements granted in a CRA is that housing council be appointed. The CRA Housing Council’s is tasked with making an annual inspection of the properties within the community reinvestment area for which an exemption has been granted. We have two (2) properties that an exemption has been granted for:
  • 771 McKinley Ave SW
 
305 2nd St SE had a CRA tax exemption that expired last year.
 
The annual inspection is to ascertain that the improvements for which the abatement has been granted have been constructed (they have) and are still in use (haven’t burned down etc.)
Ohio Revised code establishes that the CRA Housing Council is comprised of seven (7) total members. Our CRA Housing Council is comprised of:
 
  • two members appointed by the Mayor
      Mayor Charles Hawk (3-year term effective January 1, 2020 expiring December 31, 2022)
      Sydney Radich (3-year term effective January 1, 2020 expiring December 31, 2022)
  • two members appointed by Council
Jerry Layne (2-year term effective January 1, 2020 expired December 31, 2021)
Ken Damewood (2-year term effective January 1, 2020 expired December 31, 2021)
  • one member appointed by the Planning Commission
VACANT
  • two members appointed by a majority of the foregoing members, who shall be residents of the political subdivision
Ray Heitger (3-year term effective January 1, 2020 expiring December 31, 2022)
Andrew Hess (3-year term effective January 1, 2020 expiring December 31, 2022)
We will need to schedule a meeting of the Brewster CRA Housing Council in March before a Council meeting. The agenda will be for the Housing Council to verify the properties have been inspected and that the abatement should continue or be terminated.
 
  • Community Reinvestment Area (CRA) – Brewster Dairy. The process for submitting the Village’s annual report for commercial abatements (Brewster Dairy only active commercial abatement) is different than that for residential CRA abatements.
 
The Tax Incentive Review Council (TIRC) is established by Ohio Revised Code 5709.85 and Brewster’s enabling legislation to be made up of:
 
  • Three representatives appointed by the Board of County Commissioners
  • Two appointed by the Mayor with the concurrence of Council
  • The County Auditor (or their designee)
  • A representative from the affected Board of Education in the CRA (Fairless)
 
The TIRC meeting will be set for March.
 
Ø  Efficiency Smart – Rebates. Heating and cooling make up the largest portion of the average household’s energy bill. Efficiency Smart offers rebates on products that can help you save on these costs, including a $750 rebate on cold climate air source heat pumps and a $100 rebate on air source heat pumps. Visit www.efficiencysmart.org/brewster-ohio and select “Home Energy Rebates” or call 877-889-3777 for more information on available rebates.
 
  • Efficiency Smart – “Buy Local” Program. For a limited time, Efficiency Smart is offering small businesses an increased incentive for purchasing qualifying LED products from a designated local business. Contact Bob Golden with Efficiency Smart at rgolden@efficiencysmart.org or (614) 468-4904 for a list of designated local suppliers and contractors or for more information.
 
Council Member Hilliard reminded VA Miller that Mr. Hartman had requested closing an alley.  VA Miller stated that since Council is going back to in-person meetings, we should be able to get this moving shortly.
 
VILLAGE MAYOR: Charles Hawk
  1. Mayor Hawk wishes to reappoint Council Members Hilliard and Radich to the Tree Board with Council’s approval.
  2. Mayor Hawk appointed Don Glick to the Planning Commission for a six-year term.
  3. The Harvest Thrift Store is looking for a location to put a donation drop box in Brewster.  It would be an 8.5X12 shed.  Mayor Hawk would like Council’s opinion on if or where to place this shed.
  4. Mayor Hawk has met with Brewster-Sugarcreek Historical Society’s Curator Bob Luckring to secure a location that Council can meet that allows sufficient space for social distancing.  Mr. Luckring showed the Mayor the Theater Room in the Wandle House.  The plan is to start holding meetings in that location.
  5. Grace Church from Berlin contacted the Mayor to let him know that they wished to drop off a trailer with 100 boxes of food.  The boxes include milk, cheese, and other non-expired food.  After careful thought and a conversation with the Fairless Food Cupboard, it was decided it would be better distributed through the Food Cupboard.
 
VILLAGE CLERK-TREASURER:  Kris King
February 16, 2021:
1.       Fire Pay for February 19th is $2,482.31.
  1. We need two members of Council to volunteer for the Volunteer Firefighters’ Dependents Fund Board.  One will serve as Chairperson and the other as Secretary.
  2. I’ve received six resumes for the Grounds Tech position.
  3. CARES Act Fund: I would like to use the remaining $6,213.81 for wages related to COVID.  For example, EMS calls and PD COVID leaves.  I will go back to January and start from there if Council has no objections.  Next filing is due on April 6th.  Council Member Hilliard asked who would get the most money.  Clerk King stated that the EMS Fund would benefit the most.
  4. I discovered the first Unemployment fraud case for the Village this afternoon.  Fraud is so prevalent that they had to have a portal created to report it.
  5. We received a check from Sugarcreek Township today.  It is equivalent to half the total payments of 2020.  This is a nice surprise as it is in addition to the contract amount for last year but please remember it is not something that is to be included in the budgeting process.
  6. We are closing out the Fire Station Expansion Project loan on February 24th.  The total for the loan will be $1,593,378.92.
  7. The Fire Department received a $1,400 reimbursement training grant from the Fire Marshall.
 
VILLAGE SPEAKS (Communications received by Council Members from Village Residents):
No one reported any.
 
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
Minutes from the Welty Cemetery meeting on February 1, 2021
 
REMINDERS:
PENDING PROPOSALS FROM PAST MEETINGS:
PENDING PROPOSALS:
 
OLD or NEW BUSINESS:
Mayor Hawk announced a CRA meeting for March 1st at 6:45pm.  VA Miller reminded everyone that the members are Mayor Hawk, Council Member Sydney Radich, Jerry Layne, Ken Damewood, Ray Heitger, Council Member Andrew Hess, and one vacancy.
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to approve the fire pay of $2,482.31 from the Fire Operations Fund.  The vote: All yes.
 
COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carried to approve using the CARES Act Funds for wages related from COVID19.  The vote: All yes.
 
COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to purchase 12 sections of hose from the Fire Operations Fund.  The vote: All yes.
 
COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to schedule a Buildings, Parks, and Grounds Committee meeting on March 1, 2021 at 6:15 pm to discuss projects for 2021.  The vote: All yes.
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carried to schedule a CRA meeting on March 1, 2021 at 6:45 pm.  The vote: All yes.
 
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to deny the request Harvest Thrift Store’s request to put a donation shed in Brewster.  The vote: All yes.
 
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to approve Mayor Hawk’s appointment of Council Member Radich and Council Member Hilliard to the Tree Board.  The vote: Long, yes; Radich, yes; Schwab, yes; Fox, yes; Hess, yes; Hilliard, abstain.
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to schedule a Tree Board meeting on March 15, 2021 at 6:30 pm.  The vote:  All yes.  Council Member Hilliard didn’t receive an email that was sent.  Clerk King sent the email to Council Member Hilliard.
 
COUNCIL MEMBER RADICH MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to appoint Council Member Hilliard and Council Member Hess to the Fire Dependency Board.  The vote: All yes.
 
Council Member Hilliard asked VA Miller how our salt level is holding up.  VA Miller stated we just got a few loads in and that with the temperature being this low, salt isn’t effective, so we are not using much.  Council Member Hilliard was approached by someone concerning the snow being piled on the Boulevard.  VA Miller stated it was a local business owner and a solution was being pursued.
 
Mayor Hawk reminded Council that the meeting next month will be held in the Theatre Room in the Wandle House. 
 
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to adjourn the meeting at 7:54 pm. The vote: All yes.
 
 
Respectfully submitted,
 
Kris King, Clerk-Treasurer
 
Charles Hawk, Mayor