May 17, 2021 - Meeting Minutes

MAY 17, 2021
7:00 P.M.
Due to COVID-19 and the social distancing requirement, this meeting was held at the Brewster/Sugarcreek Historical Society’s Wandle House at 45 Wabash Ave S in Brewster.  Notification was sent to the Massillon Independent, posted on Village Hall front doors, and posted on the website.
Brewster Village Council met in regular session with Mayor Chuck Hawk presiding.
Council Members bowed their heads for the invocation provided by Clerk-Treasurer Kris King followed by the Pledge of Allegiance to the flag.
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
John Anthony, Solicitor                                  Kris King, Clerk-Treasurer
Michael L Miller, Village Administrator
Mayor Chuck Hawk asked if there were any additions or deletions to the May 3, 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.
COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to accept the bills in the amount of $116,461.45.  The vote: All yes.
James McClain, resident of 437 East Seventh St. (big gray house).  Mr. McClain stated that the plate gates, located in the levy area, need secured.  Recently, a vehicle hit the plates and one of the plates flipped over the guardrail.  He put the plate back on, but the plates need welded.  Mr. McClain had emailed Mayor Hawk (4-6-2021).   Mayor Hawk and the VA have been in contact with the Corps of Engineers.  They will call again and make a request for the gates to be repaired.
Ray Heitger, resident of 317 East Seventh St.  Ray would like to give each attendee at one of the upcoming concerts a coupon for free ice cream.  Mayor will address this later in the meeting.
Fire Chief Chris Colucy, Police Chief Keith Creter, Lena and Jack Porter (owners of The High Chaparral Restaurant), and Nancy Bucher were also present.
There were no guests.
CONSIDERATION OF ORDINANCES:  Titles of each read by Solicitor John Anthony
Second Reading: An Ordinance Authorizing Increasing the Number of Members of Council on the Tree Board from Two (2) to Three (3).
Second Reading: An Ordinance Amending Codified Ordinance Section 91.05 (A) (7) Addressing the Planting Distances for Tree Devil Strips.
Second Reading: An Ordinance Amending Codified Ordinance Section 91.06 “CARE OF TREES” Section (F) (2) Addressing Keeping Trees Clear of Utility Lines.
Second Reading: An Ordinance Amending Codified Ordinance Section 91.06 “CARE OF TREES” Section (J) Addressing Tree Trimming and Removal.
Second Reading: An Ordinance Adding to Codified Ordinance Section 91.06 “CARE OF TREES” by Adding a Section (K) Addressing Tree Trimming and Removal on Private Property.
A. FIRE DEPARTMENT:  Chief Chris Colucy
  1. Responded to 82 calls in April, compared to 56 last year.
  2. The EFG grant will be announced next month…hoping that we receive.
  3. The hose has been ordered.
  4. 2010 ambulance is being serviced, might be done by Wednesday.  Councilman Hilliard  questioned what is wrong this time.  Chris stated that it continues to have problems with dropped oil pressure when it gets hot, the head gasket, and the worst possible engine.  The life expectancy of this vehicle is usually 14 years.  A remount would cost $100,000, a redo $149,000, and new is $215,000 to $230,000
B. POLICE DEPARTMENT: Chief Keith Creter
  1. Chief thanked the voters for passing Issue 5.
  2. There were 170 participants in the recent 5K (sponsored by Fairless) all went well.
  3. National Ticket to Click it campaign will be May 27th thru June 6.
  4. Summer Heat reminder, if is 70 outside, 10 minutes inside a car will be 89!!
  5. Massillon Transport Agreement for 2021 is $654.00 fee for the year.  They will be sending out information on new fees for 2022 soon. 
  1. Reported that Governor DeWine has removed the mask order today.  All health orders will be rescinded on 6-2-2021.  We should be able to move meetings back to council hall.
  2. Jefferson Health Plan Lawsuit-Solicitor is still waiting to hear from Attorney LaFayette regarding status.  
  3. Regarding the liquor permit.  Action will need taken IF we have an objection to the permit.  Pending discussion later. 
Council received the Village Administrator’s report last week to review.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to accept the VA’s May 17, 2021 report as written and emailed to Council and to enter it into the record of tonight’s Council meeting.  The vote: All yes.
VA Miller wished to state the following items in addition to his report from Friday:
·         Reminder that Moyer’s Nursery will resod, plant flowers, and mulch at the Boulevard before Memorial Day. 
  • Mulching is being done thru out the Village.
  • The Southside Village Welcome sign has been removed, it is beyond repair.  We need to decide what type of sign to replace it with. 
  • Beach City totaled their pickup.  BC would like to purchase our old Street Department truck for $500.00.  Hilliard witnessed that accident.  VA is ok for that purchase to happen.
  • Hilliard stated that putting the electrical building on 7th street is a better option than what was originally proposed.  Mike has been in contact with Corp, GFD, and the Electric Department to make sure ALL this will work.  Also, will need to verify that there is enough space for vehicles, wire reels, wooden reels, etc.  The Street Department will have 3 bays, with everything else going to the old electric building. 
 Administrator’s report for period 5/3/2021 thru 5/17/2021:
Ø  Jefferson Ave Sanitary Sewer Replacement Project. Construction activities have continued for the Jefferson Ave Sanitary Sewer Rehabilitation Project. Shelly installed the base asphalt on the project Tuesday May 11th. What remains for Shelly is milling 5th Street and its intersection at Cleveland, 7th Street at Jefferson, and then paving. We were led to believe that would be completed this week as well, but now we do not have a timetable/date for milling and paving. We were originally told it would take place this week, but with low evening temperatures this week and Shelly trying to get a milling machine scheduled, there now is no firm date. Shelly is removing “excess” materials from the lay down area, as the project (hopefully) is close to finishing up.
I indicated that there should be no more change orders. There still should not be any. Currently, with all four (4) change orders, the total project contract cost is $873,144.72, which slightly less than a 12.5% increase over the original contract amount.
HOWEVER the plans only call for 3 inches of asphalt on Jefferson and the “new” portion of 5th Street – 2 inches of base and 1 inch of surface. It is Thrasher’s, Superintendent Paterson, and my assessment that that amount of asphalt even with feet of gravel beneath is not adequate. So, to get Shelly closed out it has been determined the best approach is to have all 3 inches be base asphalt on Jefferson and the “new” portion of 5th Street but leave a gap of 1 ½ inches from the gutter plate so that we can have our paving contractor place 1 ½ inches of surface asphalt on top. The estimate for the amount to complete a surface coat on the new portion of 5th Street and Jefferson is $6,247.50, so rather than removing one (1) of the streets currently on the Paving Project List we can adjust the length of Chestnut to be paved to stay within budget.
As I previously told Council, we submitted the cost of the sign and the Construction Administration costs charged by Hazen & Sawyer ($29,716.47) to OPWC, which has been approved and paid. Also as a reminder, OPWC has indicated that OPWC will draw down first against our grant funds, and once those are exhausted then draw against our loan funds.
  • 2021 Paving Program. The contracts and related documents have been completed with Superior Paving & Materials for the 2021 Paving Program. I had a preliminary meeting with Superior and their concrete sub-contractor to identify the final locations of ADA Ramps and for curb and gutter.
      As a reminder, the streets included in the 2021 Paving Program are:




Chestnut NW


Drive to just before 13415 Chestnut (1630 feet)

Main Street SE



2nd Street SW



McKinley Ave SW


North Terminus

Grant Ave SW



McKinley SW


7th Street

2nd Street SE


East Terminus

Harmon Ave NE


just past Mohican

As I indicated above, we have an estimate on paving Jefferson & 5th Street, which is $6,247.50. We will monitor amounts and if necessary, reduce the length of Chestnut to be paved to make sure we do not exceed the funds available.
  • 2021 Paving Program – Tuscarawas north of 2nd Street. I continue to work with the residents on McKinley regarding installation of curb & gutter and sidewalk on the east side, which lines up with the existing entrance/sidewalk at the end of McKinley. An offshoot of those discussions is an issue at the north side of 187 2nd Street, where the Village has done some damage to their fence facing north into the park, and where there has been erosion over the years. That is being addressed by installing a retaining wall between Bimeler Park and the property in question.
  • Handicapped Access – Bimeler Park from Second at SE Corner. The contract was awarded to the low bidder on the sidewalk option for handicapped access to Bimeler Park from 2nd and Wandle Court for $3,565, a significant reduction in cost from the ramp option.
We have also contracted to reinstall the wall where it was removed for the storm sewer at a cost of $3,750. This combined approach is the better and less expensive option in both the short and long term in my opinion.
  • Storm Drainage Projects. The current list of storm sewer projects beginning the week of May 3rd by their priority order, with updates on their status:
  1. 2nd Street at the alley from the junction to the south side (before paving) – project is complete except for placing asphalt back in the trench, which will be done with the paving of 2nd Street.
  2. Yard Waste Drop-off pad – work continues.
  3. Cleveland & 7th Street Catch Basins. Material is in. Timing it up with cement contractor.
  4. 12935 Elton Catch Basin/junction Box relocation
  5. East end of 1st Street SE
  6. East Main Street Drainage.
  7. Dartmouth/Amherst relief line
  8. Open ditch east of Mohican
  9. NEW – drainage from Harmon west of 264 Harmon.
These are not necessarily on a first come/first serve basis but based on their criticality and/or ability to fit into the schedule. We are also looking to repair deteriorated catch basins, so if any Council person is aware of any, please let me know. Also, if there are any storm drainage projects/issues not on this list please let me know.
  • Water Department – Backflow Prevention. Backflow prevention devicesare required by the EPA, State law (Ohio Administrative Code 3745-95), and Ohio Plumbing Code (chapter 608) to be installed where there is a potential health or contamination threat within the consumer's plumbing system. Backflow prevention devices are installed onto a pipe so that water flows in one direction. Backflow prevention devices protect potable water supplies from contamination or pollution due to backflow. In simple terms, backflow prevention devices prevent water from flowing back into the public water supply from various sources, such as irrigation systems or even toilets. More details about backflow prevention and cross-contamination were forwarded to Council in the form of an EPA brochure.
The Village wasnotified during the inspection/visit from Ohio EPA on May 6th that we need to address our backflow prevention program. It is an area of emphasis – the number of water treatment facilities that have been told to address backflow prevention is approximately 9 out of 10. 
As I indicated to Council, one of the ways some other entities in the area comply with the backflow prevention requirements of Ohio EPA is to contract with Backflow Solutions, Inc. Superintendent Maybaugh and I have viewed a presentation by BSI. A summary of their program and some additional OPTIONS have been forwarded. In addition to those entities and contacts listed in their information, the City of North Canton, City of Hudson, and City of Ravenna also use BSI for backflow prevention compliance. The cost to the Village would be $495 per year. The cost to consumer’s subject to backflow prevention requirements is $14.95 fee from BSI per device, which would be charged directly by BSI through the qualified entities currently inspecting their backflow prevention devices annually.
There would be an additional charge if we use BSI to conduct the 5-year inspection where the Village or its designee must physically inspect the backflow devise rather than obtaining a third-party report.
  • Clearwell Painting. The Village solicited prices from firms to prepare and paint the Village’s 330,000-gallon Clearwell while it remains in service.  We solicited prices to do so without emptying the Clearwell, knowing that it will be more difficult due to scheduling the work during favorable weather conditions that prevent the tank from sweating and a specific paint. We received two (2) proposals (attached). One is from Central Painting & Sandblasting, Inc of Navarre Ohio in the amount of $28,000. The second is from L. C. United Painting of Sterling Heights Michigan in the amount of $23,200. L. C. United Painting was the low bidder and painted our North Water Tower two (2) years ago. A third company was solicited and visited the site but declined to submit a proposal.
The cost to paint the Clearwell is in the Water Department budget and is accounted for in the 5-year capital plan, as has been discussed in Committee Meetings and in the attached 5-year Capital Plan. According to Superintendent Mike Maybaugh, painting the Clearwell will push out into the future complete rehabilitation of the Clearwell. The inspection of the Clearwell was completed and we are proceeding with this project.
  • SRTS – Right-of-Way Acquisition. We are proceeding with acquisition of right-of-way acquisition for the SRTS Project. O.R. Colan has set up meetings with property owners on the Village’s behalf.
Ø  Electric and Street Department Garages. I want to again update Council on an option we are exploring with the proposed new Electric Garage.
The original plan is to build a virtually identical 3 bay garage next to the newest 3 bay garage.
However, an option was proposed that deserved exploration: instead of building a new 3 bay Electric Garage and a new Street garage at 4 bays plus an office, build instead a new 6 (or more if needed) bay Electric Garage with office and have the Street Department move into the existing Electric Buildings. The Street Department would have to reimburse the value of the existing Electric Buildings to the Electric Fund, but ultimately that might not only be less expensive than the new building for Street but also could be paid back to the Electric Department over time.
Now, to make it work we need a location for a new 6 bay Electric Garage and office. What is being explored right now is:
  • Option A: in the open area at the Substation. Pluses = all electric together. Minuses = it would on leased land and potential issues with US Army Corps of Engineers. I met with the US Army Corps of Engineers and based on the elevations they expressed no issues. I will need to follow up with a letter. This is the option I am pursuing at this time, amending the agreement with EA Engineering. I have also reached out to AMPT to ensure that the location we pick for the building will not impede a future ring bus in front of the substation.
  • Option B: at the old substation on Chestnut. Pluses = we own. Minuses = constricted due to west line.
  • Option C: Replace old north Fire Station. Pluses = we own. Another plus is that value of land would have to be reimbursed by Electric Fund to General, offsetting amount Street would have to reimburse for Electric buildings. Minuses = constricted space.
  • Option D: Locate on old baseball field area on Chestnut: Pluses = space. Minuses = Virginia Holdings Corporation owns, and acquisition cost is unknown. I am in contact with Virginia Holdings Corporation, but negotiations could also add time.
Ultimately, not all Street Department operations could be moved to the existing Electric Buildings. Salt storage and/or brine could not be located near wells/water supply. But it would potentially open more area for baseball parking/Bimeler Park.
I will keep continue to keep Council informed.
ØAMPT – Second Transmission Line. The “competitive window” opened regarding the proposed second transmission line by PJM closed April 2nd. PJM determined that the second transmission feed that traverses two (2) different zones (AEP & First Energy) as requiring open competition. PJM has opened a thirty (30) day window. During the open window period AMPT and other entities were able to submit plans to address the core “issue” of providing redundancy for Brewster’s substation transmission feed. During this open competition window alternatives that would achieve that goal and build the second feed were submitted. I forwarded a presentation (PowerPoint) for a Transmission Expansion Advisory Committee meeting scheduled for May 11, 2021, which included 13 proposals to address Brewster’s second transmission feed to our Substations.
AMPT submitted 3 of the 13 proposals. AMPT is monitoring the progress at PJM. I had a lengthy meeting with AMPT and their consultants to go over their proposals again and compare as best can be done with the information PJM has provided. The situation with AMPT (and therefore Brewster seems to be one PJM has not dealt with before, so for better or worse we are the Guinea pig).
As I get additional information, I will report it to Council.
  • Electric Substation – SCADA (Supervisory Control and Data Acquisition System).  Work continues by GPD on the SCADA system at our substation. I will keep Council informed as to the progress on the project.
  • Advanced Meter Infrastructure (AMI). The AMI Project continues to move forward. We have begun putting AMI meters in. After meters are installed and showing up in the RNI, we will have our RNI training scheduled, and we will also be ready to integrate Sensus Analytics into our billing software.  
  • Tree Program – 2021. Proposed revisions to some of the Village’s ordinances have been reviewed by the Tree Board. I have drafted legislation which will be introduced to Council. Activity on removal, sidewalk replacement due to trees, and purchasing replacement trees has restarted, and the initial stage of removals has been completed. Sidewalk replacement will begin as soon as we can get the contractor scheduled. I anticipate that the Tree Board will continue to have meetings in the upcoming weeks, as this time of year has a great deal of activity.
  • Brewster Parke Hydrant Project. W.E. Quicksall continues their work to engineer a water line extension to the main driveway of Brewster Parke to allow for the installation of a fire hydrant for enhanced fire protection. The proposed location will also provide a safer location for our Fire Department employees to attach a hose in the event of a fire, as opposed to stopping at locations on Wabash and having the hose and/or fire truck partially block traffic. The extension will also provide for additional service points for Brewster Parke for water as well.
Included in W.E. Quicksall's work is the provision of plans so the project can be bid will be creation of easement documents. Bidding may be informal, provided the cost is below $50,000.
The plan is to utilize American Rescue Plan Funding the Village is slated to receive. The ARP Funding is specifically allowed to be used "To make necessary investments in water, sewer, or broadband infrastructure". This project is water infrastructure. It addresses enhanced safety of the 120 residents of Brewster Parke (and growing); it addresses enhancement for future economic development (Brewster Parke indicates they have $70,000 in payroll every 2 weeks – that is $1,400 to Brewster every 2 weeks or $36,400 annually); it also sets up adding future water “customers”.
Also, as I indicated once the water line is installed in Wabash, the Village can install a crosswalk with Rapid Flashing Beacons (like Route 62) to allow residents to safely cross to the east side to walk through the underpass to downtown, or visa versa. I have confirmed with ODOT that since the proposed crosswalk is entirely within Brewster corporate limits that we have authority to install and make the upgrades to the crosswalk.
  • Parks Mowing and Maintenance.
  • Plan A – Reminder of the 2021 Boulevard & Memorial Planting Plan. Bruce Moyer of Moyer's Nursery and Landscaping has been contracted to plant the Memorial again in 2021; take up the old grass and sod the grass areas and sod the grass area in front of the Memorial; and to plant the ten (10) pots on Wabash. As I previously informed Council, I have spoken with Legion members who agree with the plan.
  • Plan B - Seasonal Employees. As Council is aware, we advertised for seasonal employees to assist with maintaining Village property, including mowing and other maintenance. We received three (3) applications. One (1) of those individuals accepted another position. The other two (2) do not have the experience we are seeking. We also received from that same advertisement   computer generated “notices of interest” instead of a completed Village Employment Application. We emailed each of the individuals who submitted the computer generated “notices of interest” a copy of the Village Employment Application to fill out and asked they return a Village Employment Application. NONE of those individuals responded.
  • Plan C – Full-time Employees. As Council is also aware, we advertised for a full-time Technician for the Street Department, as the former Technician in the Street Department resigned to take a position with another Political Subdivision at $18,000 more per year. The application deadline was April 16th. A thought (Plan B) is that since we did not get satisfactory responses to seasonal, that possibly for the summer we hire two (2) individuals from the “full-time” application list.
UPDATE: Interviews with six (6) of the applicants concluded Wednesday April 28th. Currently two (2) candidates are coming back for a follow-up. In a review of finances with Clerk-Treasurer Kris King it is clear that the funding is not available to hire two (2) individuals from the “full-time” application list. We will move to get a replacement Street Department Technician in place as soon as possible.
  • Plan D – Outside Companies/Contractors.
UPDATE: Anticipating SOME of the foregoing issues, we had obtained prices to have an outside company/individual contractor to mow specific “high intensity” locations (i.e. hand mowing), including the Boulevard, Village Hall, and Witting Park. We have implemented that plan and hired an outside company/individual contractor.
  • Plan E – Assistance from other Village Departments. Despite the restrictions put in place last summer due to COVID, and with one (1) employee in the Street Department for a good part of the summer, we were able to keep up because other Departments chipped in and insured that we kept current with Park maintenance. For example, the Water Department cut Fields #5 and #6 on occasion in addition to cutting their facility. The Electric Department chipped in on a few occasions to help with Sabo Park. I am sure we can count on that same dedication again this year. With COVID restrictions hopefully lifted for employees in the next month or so once they are able to be vaccinated, they will have more “hours” to do so BUT we have to keep in mind that there are a number of projects that need to be addressed. I will state though that I do not plan to assign the Water Technician to the Street Department for an extended period of time again this summer so he can continue his progression to achieve his Class 2 EPA Water Certification.
  • Paving Income Tax Renewal.On May 4th the voters of Brewster voted to continue the income tax that includes .3% towards paving Brewster streets. I have been thinking since its passage/continuation about 2021 OPWC Applications and the 2022 Paving List. Now that there is a source for a match, the Village can again pursue OPWC Projects that require a “Paving Fund” match. The Village also has to keep in mind that using the “Paving Fund” as a match for OPWC Projects does reduce what is available for straight paving.
So, with that said, I am requesting a Streets, Alleys, Curbs, Storm Sewers, & Sidewalks Committee Meeting to go over potential OPWC Applications for this year because in order to score well we will have to get the 10 points for having plans in hand. My current recommendations are:
  1. 2021 Potential OPWC Project – Park Drive Rehabilitation & Paving Phase 1. To refresh, Park Drive Rehabilitation & Paving Phase 1 would be Park from Main Street to the south side of parcel 7001911 (just north of the levee). It runs approximately 510 feet, would realign slightly at the north end and widen from 20 feet wide to 22 feet wide, plus install curb and gutter. It would also include the Safe Routes to Schools (SFTS) Shared Use Path (SUP) on the east side. Council had passed an ordinance last year approving submission of the Park Drive Rehabilitation & Paving Phase 1 as an OPWC project in 2020, but later withdrew it because of the uncertainty of renewal/continuation of the Income Tax. Thrasher already prepared the specifications and can provide an updated Engineer’s estimate. If the application is successful, Thrasher has quoted an amount of $3,000 for bidding services. Even with the 10 points for plans, this project will likely not score high enough at the local (District 19) level for funding, but will go to Small Governments at the State level, where we previously received funding for projects.
  1. 2021 Potential OPWC Project – West Main Width Reduction, Paving and Connector Project. One of two streets that the Village needs to start addressing are West Main and McKinley. West Main potentially fits more into a OPWC Application. As I have been telling Council, the Comprehensive Plan that the Village adopted talks about connectivity of its parks. In addition, when we addressed the Safe Routes to Schools the idea was to build it in such a way that ultimately it and other Village projects would put in place in Brewster portion of the eventual Stark County Parks Trail that is planned to connect the Towpath Trail in Navarre to the Wilderness Center through Brewster. West Main between Lincoln and Washington needs paving. That portion is also 42 feet wide, much wider than it needs to be to accommodate vehicle parked on both sides (seldom happens) and two-way traffic. My suggestion is to reduce the width of West Main between Lincoln and Washington (and eventually do the same down to McKinley) by 8 feet. This will in the long term save money each time it is repaved. There is no sidewalk on this portion of West Main. I would suggest narrowing the street on the south side only, to allow space for a sidewalk (and ultimately a “path” or “Trail”) and an adequate tree lawn for midsize trees. Because of the established trees at the west end, the sidewalk for a portion of West Main between Lincoln and Washington on the south side would be against the curb, then shift back mid-block. Rather than construct a 10 foot path initially on the south side, I would suggest a “regular” 5 foot sidewalk that down the road could be expanded to 10 feet. The Village could ultimately apply for a separate “trail” grant to expand the sidewalk into a “path” or “trail”. I would also explore concurrently putting in a “regular” 5 foot sidewalk on the north side provided OPWC Funds will reimburse towards those costs. I would like to have the Streets, Alleys, Curbs, Storm Sewers, & Sidewalks Committee Meeting be “onsite”, similar to what was done with the Safe Routes to Schools Path so that Council can get a better idea of what I am proposing.
  1. Paving 2022 - McKinley from 7th to 2nd. McKinley is going to be expensive to pave, as there are portions that do not have adequate base. Most of it cannot be narrowed for future savings as there are apartments and houses that use McKinley for parking, and McKinley is only 33 feet +/- wide. So, I would suggest that we start with the worst block – 7th Street to 6th Street in 2022 Paving Program. We will need to for this block and each succeeding block determine how much of the Street will need rebuilt due to inadequate base or other issues, so we can get the cost set for each years Paving Program.
  • Community Room – American Rescue Plan Funding. I received a proposal from Bill Griffith of Sol/Harris/Day Architecture. They have quoted a cost of:
  • Complete Construction Drawings:                                                         $5,200.00
  • Bidding Services:                                                                                          $1,900.00
  • Construction Administration (4 months | 48 hrs.):                         $5,760.00
  • TOTAL AE Fee:                                                                                               $12,860.00
  • Recommended Reimbursable Expense Allowance separate from AE fee listed above (reproduction costs, mileage, permit applications fees, etc.) Two Thousand Dollars: $2,000.00
To recap, we believe that Brewster is slated to get $420,000 in the American Rescue Plan. We still do not have either guidance or information about how these funds can LEGALLY be spent yet. The previous funding we received under the CARES Act had specific limitations for how it could be LEGALLY spent. I have previously provided an article out of Governing magazine that addresses some ways governments plan to spend their American Rescue Plan Funding. But, again, until the rules are put in place the “what” of how those funds can be spent is up in the air.
The CARES Funds were to help with addressing needs that were related to COVID. Presumably, the American Rescue Plan Funding is tied to loss of revenue due to COVID and/or expenditures/projects that would address future pandemics.
One good suggestion that I believe COULD be a legitimate expenditure, as it ties into Council’s ability to hold in person meetings and/or partial in person with access via computer during pandemic conditions, would be to complete the “meeting room” where the Tahoe and Grass Fire Truck used to be stored as meeting space. That space can accommodate more individuals “socially distanced” than our current Council Chambers, and could be done in such a way that the technology to broadcast/record/observe could be integrated into the construction. It also is needed for the FD teaching classes such as CPR and/or employee safety meetings, and/or Fire Department training or meetings, and/or PD training.
So, that is why we have a proposal for Architectural Services to complete the “meeting room” where the Tahoe and Grass Fire Truck used to be stored as meeting space. It would address the issue that Council cannot meet in person at Village Hall and properly social distance, nor is our current setup conducive to remote meetings (streaming).
The preliminary plan has been forwarded to Council, and before it moves forward I am looking for approval from a majority of Council members.
My recommendation is to commence with awarding ONLY the $5,200 to complete construction drawings at this time, plus authorize a Reimbursable Expense Allowance separate from that fee (reproduction costs, mileage, permit applications fees, etc.). I am recommending ONLY commencing with completing construction drawings at this time, UNTIL we verify that American Rescue Plan Funding can be used to create the Meeting Room so that Council can meet and properly social distance AND provide remote access to their meetings. Once/IF it is verified that it is a proper use of ARP Funds, the expenditure can be taken/switched to ARP Funding.
I have consulted the Clerk-Treasurer, and she recommends encumbering this cost at this time out of the Capital Fund. Again, Once/IF it is verified that it is a proper use of ARP Funds, all the costs can be encumbered out of ARP Funds.
  • Mosquito Spraying – Stark County Health Department. The Stark County Health Department has sent the Village a proposed contract for mosquito spraying for 2021.The proposal from the Stark County Health Department is to do six (6) sprayings this summer, between the months of June and September, weather permitting. The cost will be $714.00 per spraying, the same cost as last year. The total will be $4,284.00 if none of the sprayings are cancelled due to weather conditions, again the same as last year. They will also be taking care of placing notices in advance of each spraying.
I will be proceeding with entering into this agreement unless there is an objection.
  • Generator for Police Department. Based on information we received from one of the vendors, we are also running to ground the potential cost savings of using a natural gas generator versus a diesel generator. Proposals are still coming in. I will keep Council informed.
  • Internet Sales. We are progressing on being able to sell items that are no longer needed for public use on the internet, per the ordinance passed by Council. The “legal” documents associated with sales have been approved by the Law Director, and Public Surplus has uploaded them. A training will be scheduled in the near future, which will allow the Village to start posting items online for sale.
  • Field #1 Restoration. We are still exploring options to getField #1 playable.
  • 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 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 or (614) 468-4904 for a list of designated local suppliers and contractors or for more information.
  • Efficiency Smart - 2021 Retail Lighting. A participation agreement is in place with Belloni for reduced cost LED light bulbs. The inventory has been delivered.
  1. May 31 - 11AM Memorial Day Program.
  • Special recognition will be given to Andy Codispoti for his contribution to the American Legion and the Village of Brewster.
  • The FHS band won’t be able to attend, but they will send a member to play TAPS 
  1. Cemetery Committee moving forward for operation.
  2. May is Motorcycle Awareness Month in Brewster.
  3. Tree Board to meet Wednesday May 19 at 10:00 AM.
  4. Zoning Board of Appeals to meet Thursday May 20 7PM (Pool at 175 West Harmon)
  • This is regarding a variance needed for a fence.
  • A variance will also need discussed at next meeting for a home that has two corners.  Barber and Walhonding, and Mohican and Barber.
May 17, 2021:
  1. The Invoice Report for tonight’s meeting was put in Council Members mailboxes on Friday and emailed Saturday.
  2. Nancy Bucher, Asst. Clerk, is training as Clerk of Council for times I am not available for meetings.  I thank her for being willing to learn the job and fill in as needed.  I know she will do a great job.
  3. The paperwork for creating new funds has been submitted to the State Auditors Local Government Services for review.  If we don’t have a denial after 30-days, we can create the funds in the computer system and start using them. 
  4. I would like to have an ordinance created to set aside $22,000 out of the Fire Income Tax Fund into the Fire Capital Debt Fund for repayment of the loan for the Fire Station Expansion.  We should also have a statement that allows the first month to catch us up for the months that have passed since the loan started.
  5. I would also like to look into setting aside at least a small amount into the Fire Equipment Capital Improvement Fund as our equipment is aging.
  6. I plan to move all but the required $300 from the Cemetery Endowment Fund into a CD at Consumers Bank on Tuesday with the Mayor and myself as signers.
  7. Tally of poll from residents within 500 feet of the business requesting a liquor license.Each survey sent out had something on it to verify households were not duplicating the form.  The numbered forms came back 10 in favor of the liquor license and 10 against it.  There were 5 copies made of the form.  With the copies, it was 14 in favor and 11 against. I have included the comments made on each survey.  There were 64 surveys sent.
  8. Tax forms are rolling in.  I have provided a spreadsheet for the monthly deposits since 01/01/2019.  Last year we ended up being down 1% and we are currently up 2% for this year.  I have also attached a spreadsheet that shows the monthly deposits of interest.  Last year our collections for interest went down 22% and 66% so far this year.
  9. I am gathering information for a public records request.  I hope to have everything gathered and sent out in the next couple of days.
  10. We received our reimbursement from OPWC for the Jefferson Sewer Project in the amount of $29,716.47.  The reimbursement came in less than a week.
  11. I will be participating in another webinar for the ARP money on Thursday.  I have found out that the funds will be distributed through the State in the same manner as the CARES money.
  12. There are currently three active Workers’ Compensation cases.
  13. Three of our employees have been struck with unemployment fraud cases.  We also received paperwork claiming one of our elderly residents was claiming unemployment from the Village.  All cases have been forwarded to the proper authorities.
VILLAGE SPEAKS (Communications received by Council Members from Village Residents):
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.
  • Councilman Fox reported, for the Public Utilities Committee, that action will need taken to resolve issues with the Backflow Prevention Devices in the Village.  The committee is reviewing the process and the tapping fees for water and sewer.  
Tabled at Third Reading:  An Ordinance Authorizing the Village Administrator to Contract with Wood Electric to Install a Back-up Generator for the Police Department.  Still getting prices.  Chief Creter just received a call back for another quote.
OLD or NEW BUSINESS:Council Rules require a two-week waiting period before any expenditure of funds unless determined an emergency.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to authorize the expenditure of $5200 to allow Sol Harris Day to complete construction drawings for the proposed Community Room in the two old Fire Bays as well as $2000 for Reimbursable Expense Allowance with both costs funded by the Capital Projects Fund.  The vote:  All yes.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HILLIARD to create legislation to provide the Fire Capital Debt Fund with $22,000 each month from the Fire Income Tax for repayment of the Fire Station Expansion Loan and to include language that states that upon passage of the legislation that sufficient funds shall be transferred from the Fire Income Tax Fund to the Fire Capital Debt Fund in order to make the upcoming first loan payment.  The vote:  All yes.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HESS to create legislation to provide the Fire Equipment Capital Improvement Fund with $12,000 each quarter from the Fire Income Tax for future equipment purchases.  The vote:  All yes.
Mayor Hawk stated that the council meetings will be moved back to Council Chambers beginning June. 
COUNCIL MEMBER SCHWAB asked if we need to hold a hearing regarding the liquor permit?  COUNCIL MEMBER LONG doesn’t see the need to have an appeal.  It was disappointing that more response wasn’t received from the survey that was mailed out. Mayor Hawk asked Chief Creter what happens if there are issues??  Chief Creter stated that the liquor license can always be revoked.
COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER HILLIARD to sell the Street Department truck to Beach City.  The vote:  All yes.
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to adjourn the meeting at 7:37 pm. The vote: All yes.
Respectfully submitted,
Nancy Bucher, Asst. Clerk
Kris King, Clerk-Treasurer
Charles Hawk, Mayor