December 6, 2021 - Meeting Minutes

 

 

Brewster Village Council met in regular session with Mayor Chuck Hawk presiding.

 

COUNCIL MEMBER HESS MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to excuse Council Member Fox from this evening’s meeting.  The vote: All yes.

 

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

David Godwin, Council Member                 Andrew Hess, Council Member                 

Brett Long, Council Member                       Sydney Radich, Council Member              

Michael 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 November 15, 2021 Council meeting minutes.  

 

COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER SCHWAB to approve the minutes. The vote: All yes.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to approve the bills in the amount of $ 591,547.31. The vote: All yes. 

 

Scott Kirby, Fire Chief Chris Colucy and Police Chief Taylor were also at the meeting. 

  

RESOLUTION #65-2021:A Resolution Authorizing the Village Administrator to Acquire an Easement on/in Parcel Number 7000048 in amount of $575.00 was given third reading.

 

COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to approve the legislation as presented.  The vote: All yes.

RESOLUTION 66-2021:A Resolution Granting Falcon Baseball & Softball for Use of Village of Brewster Baseball and Softball Fields for 2022 was given third reading.  Council Member Godwin provided information to the VA concerning a request for field use by a traveling league coach residing in Brewster.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve the legislation as presented.  The vote: Schwab, yes; Godwin, yes; Hess, yes; Long abstain, Radich, yes.

RESOLUTION 67-2021:A Resolution Authorizing the Village Administrator to Acquire an Easement on/in Parcel Numbers 7000814 and 7000917 in an Amount of $865.00 was given third reading.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to approve the legislation as presented.  The vote: All yes.

 

ORDINANCE 68-2021:An ordinance Authorizing the Village Administrator to Execute Consent Legislation for Safe Routes to School was given third reading.  Council Member Schwab asked they VA to give some details.  VA Miller stated that the original grant was for $150k but has been increased to $250k.  The area is from the crosswalk in front of the Middle School then by the four-square court then along St Rt 62 to the Elementary School.  The State is doing the construction oversite.  There has already been quite a bit of money spent on easements and other things.  We have already spent $82,078.  Thus far the project has been using Capital Projects and General Funds for this project and will continue to do so.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to approve the legislation as presented.  The vote: All yes.

ORDINANCE 69-2021: An Ordinance Authorizing an Increase in the Purchase Price of a Digger/Derrick Truck for the Electric Department was given third reading.  Council Member Schwab stated that we are getting gouged.  VA Miller stated to cancel this order and order from another vendor would put the purchase out two-years.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to approve the legislation as presented.  The vote: All yes.

Second Reading: An Ordinance Transferring Funds from the General Fund to the Capital Improvement Fund and declaring an emergency at third reading.

 

Second Reading: An Ordinance of Supplemental Appropriations and Amending Ordinance #13-2021 and #44-2021 Relating to Appropriations and Providing for the Transfer of Funds within Said Fund for 2021 and declaring an emergency at third reading.

 

Second Reading: A Resolution Authorizing an Amendment and Appropriation of Additional Funds for 2021 and declaring an emergency at third reading.

 

Second Reading: A Resolution of Temporary Appropriations for 2022 and declaring an emergency at third reading.

 

Second Reading:An Ordinance that Authorizes the Purchase of a 2023 Dodge 55004x4 Diesel Chassis and LifeLine “Custom Type 1” Ambulance, including All Options Specified in the Attached Quote for the Brewster Fire Department, and declaring same to be an emergency.

 

First Reading: An Ordinance Authorizing the Adoption of an Employee 9.04 Constructive Resignation and Job Abandonment Policy and the Addition to the Policy as Defined to the Village Employee Handbook.

 

First Reading: An Ordinance Authorizing the Village Administrator to Prepare Specifications and Advertise Bids for the 2022 Paving Program.

 

First Reading:  An Ordinance Amending Ordinance #07-2012 and #76-2017 the Village Fire Department Fee Schedule for Charges for Services.

 

First Reading:  An Ordinance Expressing the Village’s Intent to Sell Unneeded Village Properties such as Equipment or Vehicles on the Internet in 2022. 

 

MUNICIPAL DEPARTMENT REPORTS:

FIRE DEPARTMENT: Chief Chris Colucy

 

POLICE DEPARTMENT:  Chief Nathan Taylor

 

 

Mayor Hawk ask Mr. Kirby for his input.  Mr. Kirby stated he would prefer to buy because he didn’t know if the bank would approve a loan for a lease with an option to buy.  He would like to create a masterplan with the Village that would have both the Village’s area and his area completed at the same time.  VA Miller stated the Village will retain an area on the north side of the property.  This would allow for a green space and a parking area.  Possibly an area with picnic tables and an EV charging area.

 

Solicitor Anthony stated it is a real challenge to see if it can be done and do a deed change.  Council Member Godwin wants to get someone that can tell us what is best for the Village.  VA Miller is going to design an area from the northern edge of the property to the point that the Village needs to retain.  Council Member Schwab asked Mr. Kirby how much space he needed.  Mr. Kirby stated 1500-1600 square feet.  The building will be 30’ x 50’.  VA Miller stated he would the ability to have angled parking and a drive thru.  Council Member Schwab asked if we could control a lot of this through zoning.  Solicitor Anthony stated that the zoning code would cover what was needed as the property is zoned B1.

 

Creating a Village District would allow the Village to have separate regulations for that area such as special setbacks.  VA Miller is going to contact the engineers to get a design and figure what the Village needs.  We will have to see if the area meets what is needed to become a Village District, Urban Redevelopment based upon a plan.  Mr. Kirby is going to contact Beaver Excavating considering the different elevations.  He is also looking into an architect so we can get a preliminary layout to start with.

COMMUNICATIONS: 

VILLAGE ADMINISTRATOR: Mike Miller

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to accept the 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 11/16/2021 thru 12/6/2021:

 

2022 Paving and Pavement Condition Rating. In order to put together the 2022 Paving Program, it is important to assess the overall condition of the Village’s streets as well as accurately assess the progress made in the past five (5) years from 2017 to 2021.

 

In the past five (5) years from 2017 to 2021, the Village has:

 

• Utilized funding available from the Income Tax to pave streets
• Utilized a portion of those same income tax funds to leverage and obtain additional OPWC Grants for its streets
• Obtained CDBG Funding to pave 5^th and Jefferson
• Used MRF Funding to pave Elton, both west from Wabash and East from Wabash
• Seen ODOT repave Wabash from south Village limits to just north of Harmon
• Seen ODOT micro-surface Wabash from just north of Harmon to the north Village limits (and beyond)

 

One way to assess our progress is to review what has been spent and/or paved and/or improved. Over the past five (5) years that the .3% income tax for paving streets has been in place, $809,502.21 in Village income tax funds have been spent to repave Village streets. The Village has also used the funds collected through the income tax to leverage additional funds for paving Village streets. The Village has received a total of $163,439 in OPWC Grants that without the income tax the Village would not have qualified to receive. Using income tax funds as a match, we were able to obtain $111,475 in OPWC Grant funds to have the entire length of 7th Street repaired and repaved. Also, using those income tax funds as a match, the Village was able to obtain $51,964 in OPWC Grant for East Main Street Project. The Village was also able to obtain approximately $78,344.20 in OPWC funds using CDBG Funds as a match in 2021. The grand total of Village income tax and OPWC Funds spent of paving streets total $1,051,285.41. The Village spent nearly 30% more in OPWC Funds to pave Village streets over the past five (5) years.

 

Another way to not only assess what has been accomplished, but also to be a tool in determining what streets should be addressed in 2022 and beyond, is completing/updating our Pavement Condition Ratings (PCR). We had a PCR completed in 2017 to rate/rank Village streets so that we could address the worst streets as assessed by an independent third party. We had subsequent PCRs completed in 2020, but those were not in the opinion of the Street Superintendent and myself as accurate as the one completed in 2017. So, we have had the individual who completed the 2017 PCR perform a new PCR. That PCR shows that the Village has increased its overall average rating from a 68 to an 80.2. It is attached. Our goal was, and should remain, to have an average PCR for Village streets at 80 or higher. That level allows the Village to not only address streets that are beyond any maintenance measures and need milled and paved, but also target resources towards maintenance measures to prolong the life of the streets between paving. It also allows the Village to better address some streets that have a substandard base, contributing to shorter periods between paving, and rebuild those streets from the base up, as we did with Tuscarawas from Chestnut to Harmon, and portions of other streets in the past 5 years.

 

 

PCR (Rating)	Street	From	To	Estimated Cost	Running Total	Notes
55	6th	McKinley	Washington	$23,396.38		Replace H20 line first
				$10,000.00		PLUS 4 ADA Ramps
55	Chestnut	Funeral Home Driveway	Tuscarawas	$2,210.33		Submit to OPWC as Paving Project in 2022 for 2023
55	Chestnut	Older pavement	Curb & Gutter	$36,163.38		Submit to OPWC as Paving Project in 2022 for 2023
55	McKinley	4th	5th	$15,202.44	$15,202.44	EVALUATING – may need curb replacement in spots
				$30,000.00	$45,202.44	Full Depth Repair
				$20,000.00	$65,202.44	PLUS 8 ADA Ramps
57	Barber	Mohican	East Terminus	$3,478.37	$68,680.31
57	Glick	Wabash	Tuscarawas	$11,074.93	$79,755.74
59	Chestnut	Tuscarawas	Wabash	$11,537.94	$79,755.74	Submit to OPWC as Paving Project in 2022 for 2023
60	5th	Wabash	Cleveland	$21,987.00	$79,755.74	Replace H2O line first
61	Buckeye	Tuscarawas	Muskingum	$12,768.75	$92,524.49
ALT
62	Superior	Wabash	Mohican	$30,712.00	$123,236.49	PLUS 4 ADA Ramps
					$133,236.49	PLUS 4 ADA Ramps

Based on the results of the OPWC meeting, we are setting aside a match for the Park Drive Phase 1 Project. So, our base budget is $100,000. As you can see from the worksheet, there is more work to be done determining what additional work needs to be done on McKinley between 4^th and 5^th, because if it has to be rebuilt, we are looking at another $30,000 in expenses at a minimum. Based on my discussions with Street Superintendent Rick Patterson it is likely it needs to be rebuilt.

 

I will continue working on this, as we want to get this out to bid sooner rather than later.

 

OPWC Applications. District 19 OPWC Integrating Committee met on December 2^nd. First, I will remind everyone what I informed you of in August in my VA Report (highlights added).

 

• 2021 Potential OPWC Project – Tuscarawas/Locustdale/Pinewood Waterline Replacement. 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 two (2) factors. The first is 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. The second is the prospective paving of Tuscarawas between Chestnut 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. 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. A PRELIMINARY cost estimate is $251,155.00.

 

 

• 2021 Potential OPWC Project – Park Drive Rehabilitation & Paving Phase 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.

Ultimately, we requested $189,695 for the Tuscarawas/Locustdale/Pinewood Waterline Replacement Project, total estimated cost including engineering (already paid for) of $387,133. The Tuscarawas/Locustdale/Pinewood Waterline Replacement Project was awarded 62 points for SCIP Funding. That tied us ultimately with a North Canton Project which also was awarded 62 points for SCIP funding, and 52 points for LTIP Funding.

 

The Park Drive Rehabilitation & Paving Phase 1 Project was awarded 58 points for SCIP Funding and 47 points for LTIP Funding. The total estimated cost including engineering (already paid for) of for the Park Drive Rehabilitation & Paving Phase 1 Project is $140,584, with the total estimated cost of $286,907 including engineering which we have already paid.

 

At the meeting, there was quite a bit of “maneuvering”.

 

• SCIP Funding. Initially, Brewster’s Tuscarawas/Locustdale/Pinewood Waterline Replacement was out of the funding under SCIP until Canton withdrew a project to allow another project they submitted be funded. When Canton withdrew a project, that threw the North Canton project and Brewster Project (tied but with RPC Staff ranking the North Canton Project ahead of Brewster’s into potential funding. There was approximately $350,000 +/- left, but the prospect of having more funding available as projects closed out and returned funds. North Canton had requested $1,500,000.

 

• LTIP Funding. North Canton could accept LTIP funding of again approximately $350,000 +/-, but there was less probability of garnering as much additional funding available as projects closed out and returned funds. The Park Drive Rehabilitation & Paving Phase 1 Project was completely out of the running if they accepted LTIP Funding.

 

• The North Canton representative and I discussed initially with the committee having Brewster funded under SCIP for Tuscarawas/Locustdale/Pinewood Waterline Replacement Project, with North Canton having the contingency that it also be submitted to OPWC Small Government for funding. However, the State OPWC Representative present said that if Brewster was funded under SCIP, its Tuscarawas/Locustdale/Pinewood Waterline Replacement Project couldn’t be submitted to OPWC Small Government’s for funding.

 

• It was also discussed that if North Canton accepted (partial) funding under SCIP, where it stood to get more money (and knocking out the Tuscarawas/Locustdale/Pinewood Waterline Replacement Project at the District 19 level), then under LTIP a Pike Township Project would be fully funded under LTIP for $244,588, and Brewster’s Park Drive Rehabilitation & Paving Phase 1 Project would be the “bubble” project, where we could expect to receive at least $100,000 of the $146,000 requested.

 

• Ultimately, North Canton and Brewster “agreed” (with the OPWC District 19 Integrating Committee in concurrence, and the State OPWC representative seeing Brewster playing well with others – by the way that State OPWC representative happens to be the new person in charge of determining small Government allocations) that North Canton would accept the SCIP funding, Brewster would be the “bubble” on LTIP AND be submitted to OPWC Small Governments for funding as well.

 

• The OPWC District 19 Integrating Committee voted to send five (5) projects to OPWC Small Governments for potential funding:

1. Brewster’s Tuscarawas/Locustdale/Pinewood Waterline Replacement
2. Brewster’s Park Drive Rehabilitation & Paving Phase 1 Project
3. A Beach City Project
4. A Waynesburg Project
5. A Minerva Project

 

• Reminder – both the 7^th Street Paving and Rehabilitation Project and the East Main Paving and Rehabilitation Project were funded by OPWC Small Government in the past when submitted to OPWC at the State level.

 

• The State OPWC Small Government Funding will be determined May 12^th, 2022.

 

Bottom line we have at a minimum partial funding for Park Drive Rehabilitation & Paving Phase 1 Project, and both the Tuscarawas/Locustdale/Pinewood Waterline Replacement Project and the Park Drive Rehabilitation & Paving Phase 1 Project are being submitted by District 19 for Small Government funding as the top and second ranked District Project. We still stand to get the full $330,279 OPWC Funding we requested. Some loan. We just have to be patient and let the process work.

 

• After-Hours Non-Safety Forces Dispatch. We received an email from Regional Dispatch (Red Center) that they have upgraded to a new phone system as part of the countywide 9-1-1 upgrade. As part of the upgrade, to better serve our utility after-hours callers, our new unique number for the Village to forward its after-hours non-safety forces dispatch calls has been established. It was indicated that this line will be labeled utilities so the dispatchers can better recognize what the caller will be calling for.

 

Additionally, Executive Director Cody R. Post indicated he will recommend that RED Center continue this service for all of 2022 without charging any fees at this time. They are not experiencing a high enough call load to warrant any changes.

 

• Brewster Parke Water Line Extension and Hydrant Project.  As Council is aware, the Brewster Parke Water Line Extension and Hydrant Project is now out to bid. It was advertised on November 10th and November 17th. The bid opening is scheduled for December 15th at 2:00 pm. There is a bit more time between the second advertisement and the bid opening than usual, but that is to account for the time off during the Thanksgiving holiday to give bidders enough time still to prepare and submit bids. This project is to be funded with a portion of Brewster’s American Rescue Plan Funds. The Village has received its Plan Approval Letter from the Ohio EPA for the Brewster Parke Waterline Extension.

 

We have had a brief meeting with our engineer on the project, W.E. Quicksall, who informed us that there is interest in the project as we have seven (7) firms who have requested copies of the bid specifications.

 

• Water Department & EPA Recommendations - Hydraulic Model of the Distribution System. CT Consultants continues field work necessary to construct a Hydraulic Water Model for the Village. They have taken water pressure measurements. The target remains to have it complete before the end of the year.

 

Safe Routes to Schools Legislation. Council needs to pass legislation for the Safe Routes to Schools Project (Grant/Funded). Steve Hamit of Thrasher indicates that it is the typical ODOT LPA Agreement, and basically states that the Village will:

 

• Participate 100% of the project less any money ODOT or the federal government has pledged (Original grant of $150,000 and supplemental grant of $106,000 +/- for total $256,000 +/-)
• Pay any construction overage.
• The Village agrees that the construction must meet ADA standards.

 

A quick recap is that in addition to our original grant of $150,000 from ODOT for our Safe Routes to Schools Project/Grant, in recognition of rising costs for the project requiring the Village to seek additional funding, including reaching out to Fairless Schools and our recent application to ODNR for a Land & Water Conservation Grant, ODOT increased the Village’s SRTS Grant by $106,000. So instead of $150,000 we have grant in a maximum amount of $256,000.

 

There is still a 20% local match, which working backwards with the new $256,000 grant amount is a minimum of $64,000. We have spent or committed to spend in excess of $82,078 with engineering, acquisition costs, and other related costs. ODOT also continues to work with the Village and our engineer, Thrasher, to reduce the estimated project cost. With adjustments such as narrowing the shoulders of the Shared Use Path and reduction in some fill material, the most recent estimate is $256,130.77.

 

We have also been informed that ODOT will require 10% for inspection of the project while it is being constructed – the Village cannot hire its own.

 

• Electric Department – Digger/Derrick Truck. We have received a communication from Terex regarding the Village’s purchase of a digger/derrick truck. The communication (second attachment) states that there is a $23,758 (approximately 10%) addition to Brewster’s CONTRACT PRICE for the digger/derrick truck. Despite Terex’s trademarked phrase “Works for You.” at the bottom of their letter, that doesn’t “work” for Brewster. The Village of Brewster entered into contract with Terex off of a Sourcewell Contract (Contract # 012418- TER in the amount of $251,459, which was comprised of the baseline price of $205,530 plus $45,929 in additional/optional items) to purchase a digger/derrick truck by ordinance 56-2020. Specifically, the letter states:

 

Currently, the rate of rising costs is significantly exceeding historic trends and our ability to predict them. Given this trend, we are unable to offset the vast impact of rising costs alone as they are in excess of projections and internal balancing measures. Therefore, we are notifying our customers that a cost-based adjustment is necessary for any current builds that we are now beginning to acquire materials on.

 

This change comes two (2) months past the original delivery date of August 2021. Delivery is now slated for January 2022.

 

Sourcewell has not been of any help. No response to e-mails below. When I spoke with Sourcewell they indicated that due to length of the contracting period, that there could be price increases. I would understand that during the period of time between Sourcewell entering into contract and the time an order is actually placed there being fluctuation.

 

In 41 years in public service, I have never seen a fluctuation in price once a contract is entered into. However, included in the CUSTOMER ORDER ACKNOWLEDEMENT is language that purportedly allows Terex to change the price after the “order” is placed. It is my opinion that Terex is taking advantage of the current rising costs to assure they maximize profits, especially since both the chassis and the body are all but built, and they are now combining the two (2) pieces.

 

It was stated at a meeting Tuesday morning that Terex’s profit margin was down to single digits – not that they would lose money. Perhaps Council could have the Ohio Attorney General or the Federal Government look into whether this constitutes illegal profiteering. I am also curious how the SEC would look at the conflicting positions Terex has taken on its profitability in its public news releases versus its statements to us about going out of business is they don’t pass along these increases.

 

In the meantime, I have looked at ordering the digger/derrick truck from Altec, who is on the State of Ohio Cooperative Purchasing program, but there would be a delay in having one built and there may not be a cost savings. It is my understanding that it is two (2) years from order to delivery on Altec equipment. So, unfortunately, I am not aware of any good alternative to moving forward with the purchase at the increased price.

 

So, since Council voted to enter into contract at a cost of $251,459, and there is now a price increase of $23,758, bringing the total costs of the digger/derrick truck to $275,217.00, Council needs to approve the new price.

 

• Electric Substation – SCADA (Supervisory Control and Data Acquisition System). We continue to make progress and work continues by GPD and the Electric Department on the SCADA system at our substation. I will keep Council informed as to the progress on the project.

 

• Electric Department – Transfer Bus. The Electric Department continues to work on the transfer bus at the Substation. It is approximately 90% complete. the outgoing transfer bus at the Substation. Wire is being pulled at this stage. The transfer bus is used to divert power from a feeder line that has a breaker issue. If a breaker has an issue power can be put on the transfer bus and restored (fed) to the distribution feeder that has the breaker issue.

• Electric Department – New 7^th Street Line. Waiting on transfer bus to be completed.

 

• Decorative Street Lighting – Wabash north of Underpass. Conduit installation is complete. Waiting on connectors and boxes to get started.

•  Storm Drainage Projects. The current list of storm sewer projects in their priority order, with updates on their status:

 

 2. Catch basin on Tuscarawas to address sump pump. COMPLETED except for asphalt patching.

 

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.

 

• Street Department Garage. We continue to take steps to be able to use the northern most three (3) bays for equipment that must be kept above freezing (heated). Ceiling insulation has been scheduled. We have also awarded a contract to Wood Electric for $5,770 to install a separate electric service so that those northern most three (3) bays can not only be heated but are completely separated from the southern three (3) that are planned to be used by the Police Department in the future. After a new service is installed, we can install an electric heater from the Fire Department remodeling/expansion to keep equipment in those bays from freezing. These steps are being taken now so we can move the brine maker over to the northern bays without the potential for it to freeze. We still can use it in the tank for pre-treatment of streets.

 

• Electric Department Garage. Work continues on the plans for the proposed new Electric Garage. We are still moving forward on a new 7 bay Electric Garage and office. Some minor changes to the preliminary plans were made at a meeting held with EA Associates on November 5^th.

To confirm that the location picked for the building will not impede a future ring bus in front of the substation,we continue to work withboth GPD and AMPT. At our meeting and subsequent discussions with AMPT about the location of the Electric Building and the second feed and associated ring bus, we discovered that the second feed into our substation would make the proposed location for the Electric Building not workable. We are still working on the plan is to move the Electric Building north into the trees and flipping it to face south. Only other change for sure would be eliminate the one garage door facing out the back to the south (now north). The proposed building is 59.5 feet by 130 feet, so with the proposed lay out, we estimate we would need roughly 80 feet north from existing lease line by 180 feet to allow some buffering on the back and sides from the trees, so roughly a third of an acre. I reached out to Brewster Cheese, and they have consented to the new location on a leased basis for 50 years at $1. This is our best option, and a survey of the required property for a lease is being prepared.

 

• Leaf Pick-Up. Leaves are either coming down slower or due to weather being raked out slower than years past, so leaf pick-up will continue the week of December 6^th at a minimum – possibly later depending on leaves and the weather.

 

• Sanitary Sewer Main Relining Project. Wastewater Superintendent Dan Klein has been attempting to coordinate our contractor to clean and CCTV the sanitary sewer from where the Jefferson Ave Project terminated at a new manhole just north of 5th Street SE northwest to 4th Street SE. Once we get the sanitary sewer CCTVed, we can explore options to fund the project.

 

• Brewster Council Chambers COVID Compliance Remodeling Project (aka Community Room). We have had the kick-off meeting. Demolition/construction should start shortly.

 

• Electric Power Purchase - 1 or 2 MW Off-peak Block of Power for 2025-2028. On August 16^th Council passed an ordinance to buy a 1 or 2 MW off-peak block of power for 2025-2028 to hedge our bets, IF NEEDED in the future, due to market changes. We are still attempting to move forward as the cost of a 1 MW block or a 2 MW off-peak block for 2025-2028 continues to rise. I will keep Council Informed.

 

• Grant of Easement – Columbia Gas. Columbia Gas needs an easement to supply gas to the new high school. An Ordinance has been prepared to grant an easement to COLUMBIA GAS OF OHIO, INC. to lay pipelines, including lateral pipeline connections, together with service connections, over and through parcel 10010431 subjugated to the Village’s electric line located on/in the same parcel.

       

• Efficiency Smart – Trivia Tuesdays.Efficiency Smart is going to run “Trivia Tuesdays” on their Facebook page this November. They had lots of engagement from this contest last year and are excited to run it again. Each Tuesday in November, they will post a new trivia question on their Facebook page. Those who answer correctly will be entered to win a $25 promo code redeemable on their Online Savings store. They will randomly select one winner each week, so residents can participate each week for more chances to win. They have asked the Village to help increase awareness of the contest by sharing information about Trivia Tuesday.
  

Here is their sample post to use ahead of the start of the contest:

Our friends at Efficiency Smart are giving you a chance to win a $25 promo code towards energy efficiency products every Tuesday in November!

Look for the weekly #TriviaTuesday question at Facebook.com/Efficiency Smart and answer correctly for your chance to win!

The weekly trivia contest will post directly from their Facebook page each Tuesday (November 2, 9, 16, 23, 30). We will have the questions posted by 6 a.m. each Tuesday.

• Efficiency Smart - 2021 Retail Lighting. A participation agreement is in place with Belloni’s for reduced cost LED light bulbs. The inventory has been delivered.
  
• Efficiency Smart – Rebates. Efficiency Smart’s Home Energy Rebates program provides money back on qualifying products that can help you save energy and money. Residents can save even more with increased rebates on the following products:
•  Smart Thermostats: Now $100

• Heat Pump Water Heaters: Now $300
• Dehumidifiers: Now $30

 

The increased rebate amounts are valid through the end of the year. To see a list of qualifying models or all available rebates, visit the Home Energy Rebates page or call Efficiency Smart at 877-889-3777.

 

• Efficiency Smart - LED Incentives Available for Small Businesses For a limited time, Efficiency Smart is offering small businesses an increased incentive for purchasing qualifying LED products from a designated local business. Pre-approval is required. Standard incentives still apply for all other qualifying purchases. Those interested can contact Efficiency Smart’s customer support team at (877) 889-3777 or info@efficiencysmart.org for a list of designated local suppliers and contractors or for more information.

 

• Donations. I have been approached about the possibility of donating a bench in Bimeler Park in memory of a relative. It has been suggest passing an ordinance for donation of all kinds, to include benches. I have distributed a draft policy that I request be discussed in Committee before it is included in an ordinance.

 

Council Member Schwab asked about on a target date for the Electric Garage.  VA Miller stated 85% of the design portion by Engineering and Associates is complete.  We need to call and get a ballpark cost for the project.  Then we can follow up with GPD Group to get the layout and additional property to be leased from Brewster Cheese.  Construction should start in May, 2022.  

 

Council Member Godwin asked when the Paving Project will be put out to bid.  VA Miller stated the legislation will be asked to be passed under emergency at third reading.  First reading was this evening.

 

Council Member Schwab stated that January 1, 2022 triggers a 3% increase in Village Water Rates and a 2.75% increase in Sewer Rates.  He asked VA Miller, “In your opinion are those increases still appropriate?”  VA Miller replied that these increases follow the rate study and are appropriate.

 

VA Miller stated that the Stark County Metropolitan Sewer District agreement will have to be amended.  The County is using ARPA money and has expanded the Justus Sewer Project into Harmon.  This will require a pump station due to elevations.  This project will be funded by the County and then will eventually be turned over to the Village and maintained by the Village.  VA Miller stated he understands that the cost to residents hooking up to the sewer line will be nominal.  The waterline loop that has been discussed is running from the last home on the north side of East 7^th Street to the Fairless Bus garage.  There are currently no plans for waterline extensions in Justus.

VILLAGE MAYOR: Charles Hawk

VILLAGE CLERK-TREASURER:  Kris King

None.

 

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.

 

 

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 HESS and motion carried to schedule a Finance Committee meeting on Tuesday, January 18, 2022 at 6:15pm to discuss the Police, Fire, and Street Departments’ budgets.  The vote: All yes.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to schedule a Finance Committee meeting on Monday, February 7, 2022 at 6:15pm to discuss the Water, Sewer, and Electric Departments’ budgets.  The vote: All yes.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to create legislation for a Village donation policy using the VA’s policy draft that he presented at Council’s 11/15 Committee Meeting as a basis.  The vote: All yes.

                  Discussion: Council will need to fill in some blanks and define specific criteria in the VA’s draft as he intended.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH to donate $100 to the Silver Wings Music Program, $100 to the High School Art Department, and $100 to the Elementary School Art Department.  The vote: All yes.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to create Resolution of Appreciation to recognize Brewster Parke’s investment in Brewster for their new Lighthouse Inn facility at their Senior Living Center.  The vote: All yes.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to create legislation for the Village’s participation in Stark Metro Sewer Project that will connect Harmon and Justus to the Brewster Sewer system.  The vote: All yes.

 

Council Member Schwab asked Solicitor Anthony if it would be a proper public expense to donate something to our Zoning Board of Affairs for all their work and time they put in for the Village.  Solicitor Anthony stated it would be proper.

 

 

COUNCIL MEMBER RADICH MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to adjourn the meeting at 8:23 pm. The vote: All yes.

 

 

Respectfully submitted,

 

Kris King, Clerk-Treasurer

 

Charles Hawk, Mayor