September 5, 2023 - Meeting Minutes

 

MINUTES
BREWSTER VILLAGE COUNCIL
SEPTEMBER 5, 2023
7:00 P.M.
 
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.
 
The meeting took place in the Community Room.
 
MEMBERS PRESENT:
Charles Hawk, Mayor                                  David Godwin, Council Member
Thomas Hilliard, Council Member               Brett Long, Council Member                      
Sydney Radich, Council Member                Mike Schwab, Council Member 
 
COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER and motion carried to excuse COUNCIL MEMBER FOX from this evening’s meeting.  The vote:  All yes. 
 
VILLAGE OFFICIALS:
John Anthony, Solicitor                                  Michael L Miller, Village Administrator
Kris King, Clerk-Treasurer                          
 
MINUTES FROM THE AUGUST 21, 2023, REGULAR COUNCIL MEETING:
Mayor Chuck Hawk asked if there were any additions or deletions to the August 21, 2023, Council meeting minutes.
 
Clerk-Treasurer King told gave Council a new last page for their copy of the minutes with some additions and stated the minutes on the website also include those additions.
 
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to approve the minutes as presented.  The vote: All yes.
 
PRESENTATION OF BILLS:
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to accept the bills in the amount of $131,232.03.  The vote: All yes. 
 
AUDIENCE:
Ray Heitger was also in attendance.
 
PRESENTATION OF GUESTS:  None
 
CONSIDERATION OF ORDINANCES:  Titles of each read by Solicitor John Anthony. 
Second Reading: A Parking Ordinance for the first block of East Main Street to Reserve three Parking Spaces for Fire Department Only.
 
First Reading: A Resolution Authorizing the Amendment and Appropriation of Additional Funds for 2023.
 
TABLED AT THIRD READING:  An ordinance authorizing the Village Administrator, with the assistance of the Rural Community Assistance Partnership (RCAP), to apply for, accept, and enter into a construction loan agreement for an Ohio EPA Water Pollution Control Loan Fund (WPCLF) loan for the installation of two (2) manholes in the sanitary sewer line that runs between McKinley to the levee and declaring an emergency (at third reading). 
 
TABLED AT THIRD READING:  An ordinance authorizing the Village Administrator, with the assistance of the Rural Community Assistance Partnership (RCAP), to apply for, accept, and enter into a construction loan agreement for an Ohio EPA Water Pollution Control Loan Fund (WPCLF) loan for the Hillview Mobile Home Park Sanitary Project and declaring an emergency (at third reading). 
 
TABLED AT THIRD READING:  An ordinance authorizing the Village Administrator, with the assistance of the Rural Community Assistance Partnership (RCAP), to apply for, accept, and enter into a construction loan agreement for an Ohio EPA Water Pollution Loan Fund (WPCLF) loan for the lining and the rehabilitation/installation of two (2) manholes in the sanitary sewer line and runs between 5th and Jefferson and 4th Street and declaring an emergency (at third reading). 
 
TABLED AT THIRD READING:  An Ordinance to Authorize an Agreement between the Village of Brewster and the owner of Hillview Park to extend the Village Sanitary Sewer to the Park at owner’s expense was given third reading.
 
MUNICIPAL DEPARTMENT REPORTS:  
  1.       POLICE DEPARTMENT:   Chief Nathan Taylor (Excused)
  •          Council Member Hilliard commended Chief Taylor for coming in on the weekend on his own time to power wash the old street building that is going to be used by Police Department. 
  •          Note: As the Village was made aware that the Police Chief, who is FLSA eligible and therefore overtime eligible, came in on “his own time” to perform work that benefited the Village of Brewster, the Village has met with the Chief to determine the number of hours worked and has paid said hours at the appropriate hourly rate.
 
  1.       FIRE DEPARTMENT:  Chief Chris Colucy (Excused) 
  •          VA Miller has been asked to speak to Council on behalf of the chief concerning the add-ons and the graphics and airhorn for the new ambulance.  Council approved up to $7,000 for the add-ons and the cost came to $5,275.  Council approved up to $9,000 for the graphics and the airhorn and the cost came to $10,769.01.  The overage was due to labor that was not factored into the quote.
  •          Clerk-Treasurer King reported that Chief Colucy had applied for a $15,000 grant for turnout gear through the Ohio Bureau of Workers Compensation.  The Chief stated the match would be just under $2,800.
 
VILLAGE SOLICITOR: John Anthony
Solicitor Anthony reported on the proposed Hillview Sewer Extension Project.  VA Miller had received a call from the Ohio Attorney General asking for an update.  Solicitor Anthony received a call from Hillview’s Attorney Thompson.  At this point, the Attorney General and Hillview have entered into an agreement which deactivates the pending case against Hillview.  Attorney Thompson and Solicitor Anthony need to set up an escrow account for Hillview that will have both entities on the account.  Hillview’s trustee had also contacted VA Miller and is ready to start depositing the agreed amount into the fund.  The court needs more details of this arrangement.
 
COMMUNICATIONS: 
Council Member Hilliard presented a letter from the Fairless Food Cupboard’s Toy Team.  They are requesting a donation for the toy distribution on November 16th from 9am until 12pm at the Brewster Friends Church.  Monetary donations need to be received by November 10th or before in order to allow time for purchases.  Checks can be made out to the Fairless Food Cupboard with “Toys” written in the memo.  Checks can be mailed to Pat Winkhart at PO Box 44, Navarre, Ohio, 44662.  They are also looking for volunteers to help sort the toys and work on the distribution day.  To do so, contact Darlene Reed at 330-767-4334, Claudia Berresford at 330-904-0413, or Mary Hilliard at 330-933-7573.
 
Council Member Hilliard presented a flyer for the Brewster Sugarcreek Township Historical Society’s Quarter Auction scheduled for Saturday, October 7th.  Doors open at 10:30am and auction starts at 12:00pm.  There will be a 50/50 drawing, door prizes, games, kids welcome, and snack bar.  For additional information please contact the Historical Society Office at 330-767-0045.  Proceeds from this event will be used to replace windows and maintain the historic Wandle House.
 
VILLAGE ADMINISTRATOR: Mike Miller
The Council received the Village Administrator’s report last week to review.  Administrator’s report for period: 08/22/2023 thru 09/05/2023:
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to approve the Village Administrator’s report as presented.  The vote: All yes.
 
Administrator’s report for period 8/22/2023 through 9/5/2023:
 
OPWC 2023 Applications. This year’s deadline for submission of OPWC Projects is September 29, 2023.
 
OPWC – Tuscarawas Paving Project. In the LTIP portion of the OPWC District 19 criteria, there are 5 additional points awarded to a mill and fill only paving project with over a 50% match. With that background, Council authorized me to apply for an OPWC Grant for the Tuscarawas Paving Project for the current round. The 2024 Paving Plans have been completed, which includes as an alternate Tuscarawas. The construction estimate for Tuscarawas is $99,972.25. So, our request will be for a 49% OPWC Grant – that will be a minimum of $48,986.40 for construction. Both amounts will vary based on including the engineering costs and bidding costs. We will be completing any ADA Ramps in advance of the paving. I have begun completing the online OPWC Application process.
 
OPWC - West Main Reduction and Rehabilitation Project. We have received the final plans and the engineer’s estimate for the West Main Reduction & Rehabilitation Project. Engineer’s estimate for construction, including a 10% contingency, is $294,000. Village match out of Paving funds at that amount will be $149,940.
 
Another quick recap:
  • The project will reduce the width of West Main between Lincoln and McKinley on the south side only.
  • Width will go from 44 feet to 36 feet – an 8-foot reduction.
  • The reason the width is being reduced on one side of West Main only is to reduce costs – to replace curb and gutter on both sides would be a minimum increase of $44,153.
  • There is NO SIDEWALK to be added on either side of West Main as part of this project.
  • ADA Ramps will be replaced/installed as part of the project at West Main and Washington and at West Main and McKinley.
  • Drainage will be extended to the new curb line on the south side of West Main from current locations, and across to the north side as well.
As I previously informed Council, the extension of drainage will be done by Village personnel later this summer into this Fall and Winter to keep costs low and to make the Project go faster when it is constructed. Cost for materials is approximately $4,780. The plan is:
  •          The Village will run storm sewer lines from the existing south side to the proposed new curb on the south side and set new storm sewer structures with a solid top.
  •          Have Thrasher set pins at the back of the proposed new curb on the south side to allow us to set new catch basins so they will line up with the new curb and gutter.
  •          The Village to run storm sewer line from those new storm sewer structures with a solid top to the north side of West Main and set new storm sewers with curb inlets.
  •          The plans would then require the contractor to set curb inlets on the new storm sewer structures in line with the new curb and gutter and move the solid tops to the existing structures on the south side for access.
That process will save both time for Thrasher to add elements to the plans and obviously money as well. Some costs to setting pins, but less than full survey and revamping plans. The rough locations of the new storm sewers are marked on West Main. Work has been completed on the plans and cost estimate.
 
A letter was sent out to the 22 residents and/or property owners on West Main abutting the project informing them about the project and current plans/drawings.
 
I have begun completing the online OPWC Application process.
 
2024 Paving Program. Work has been completed on the list for the 2024 Paving Program. All the streets that were part of the OPWC Tuscarawas/Locustdale/Pinewood Water Line Replacement Project are priorities, with Tuscarawas split out so that the Village can submit its OPWC Application for funding for that street. As a reminder the plan for those streets was to let trenches settle this summer, put in new ADA Ramps at the intersections ahead of next year, and remove any “hazard” trees and replace any displaced sidewalk before paving all those streets next year. I have informed Columbia Gas of these plans so that if there is a need to also replace gas lines on these streets they can do so before we pave them next year. I am finishing getting quotes for the ADA Ramps that will need to be updated ahead of the 2024 Paving Program:
  •          Chestnut and Tuscarawas.
  •          Pinewood & Tuscarawas.
  •          Locustdale and Tuscarawas.
  •          Locustdale & Wabash
 
Again, I anticipate that these will be addressed ahead of the 2024 Paving Program, at less cost, and hopefully with much less confusion.
 
OPWC Brewster Water Transmission Main Replacement Project. The contract documents are being assembled by CT Consultants for the Brewster Water Transmission Main Replacement Project with Palmer & Son Excavating of Wooster, Ohio. The contract with CT Consultants in the amount not to exceed $45,424 for construction oversight has been executed.Most of the day-to-day supervision of construction can/will occur with Village employees. However, in addition to consulting about the inevitable surprises and/or changes that occur during construction, CT is also needed for any formal changes to the specifications and submissions, including submissions for payment.
 
AMP – USDA’s Empowering Rural America Program. I have forwarded a memo from AMP, a recommendation From AMP, and a slide presentation regarding the USDA’s Empowering Rural America Program.
 
The USDA’s Empowering Rural America Program provides 25% grant towards Co-Ops (AMP is structured as a Co-Op) to purchase future/new power from renewable energy sources.
 
AMP has reviewed Brewster’s power requirements and recommends Brewster participate in Blue Creek Wind PPA (Power Purchase Agreement). PPA is the same structure the Village has for Solar, where the Village has no ownership but purchases power from solar at an agreed/fixed amount per MWh.
 
Based on the Annual Power Supply Update presentation yesterday, the indication of an estimated price (after application of the ERA grant the price is projected to be in the thirties per MWh), and preliminary discussions with John Courtney and Associates, I am providing an Ordinance for Brewster to sign the NON-BINDING Letter of Interest in the USDA new ERA Grant through AMP. The NON-BINDING Letter of Interest in the USDA new ERA Grant through AMP allows the Village to reduce the amount in the letter of intent or withdraw completely once all the numbers are finalized.
 
I am requesting Council authorize by motion the VA to execute a Letter of Intent for the Village to participate in a proposed Blue Creek Wind PPA through AMP via the USDA ERA Grant process.
 
Renewal of Agreement with ODOT to Perform Maintenance on Route 93 within the Village. I have forwarded a copy of a proposed renewal of an Agreement with ODOT to Perform Maintenance on Route 93 within the Village. The original Agreement was signed in 2021 as part of the resurfacing of Route 93 within the Village limits by ODOT, as authorized by Ordinance 67-2019 Section V. In the Agreement, ODOT commits to removing ice and snow from Route 93 within the Village limits.
 
I am requesting authorization from Council by motion for me to execute said renewal.
 
Mosquito Spraying. Mosquito spraying has begun. The Village will defer to them and follow our contract for the County to spray the rest of the summer.
 
New Electric Building – Back-up Generator. The generator that used to be at Village Hall/Fire Department was inspected. The inspection indicates that the generator is in good working order and can be used at the New Electric Building for back-up power.
 
We also obtained an estimate to have the generator that used to be at Village Hall/Fire Department installed at the new Electric Building. That estimate is $2,137.44.
 
The generator will be located at the northwest corner of the newly leased property. Reusing the generator that used to be at Village Hall/Fire Department at the new Electric Building results in a large savings. The installation will begin once a cement pad for the generator has been installed and cures.
 
New Electric Building – Fencing. We have obtained two (2) quotes to install fencing and gates at the new Electric Building. The low informal bid is $41,213 for the fencing (975 feet) plus $8,500 for an opener for the front gate. The other informal bid was $48,758.62 for the fence plus $8,750 for the gate opener.
Prior to proceeding, the Village needs to obtain a “variance” to allow the height to be increased from 6-feet to 8-feet and to allow three (3) strands of barbed wire to be installed above that. We are looking to install the same security fencing (8-feet and three (3) strands of barbed wire) that is in place for the current substation and the old substation on Chestnut. The facilities at the Street Department, the Water Department, and the Wastewater Treatment facility all have three (3) strands of barbed wire on top but are only 6-feet tall. Our Ordinances only allow an 8-feet and three (3) strand barbed wire fence for wireless facilities, so an application is being submitted to the Zoning Board of Appeals.
After Hours Dispatching for the Service/Utilities Departments. The Mayor, Electric Superintendent Ryan Swan, and I participated in a Zoom presentation regarding after hours dispatching for the service/utilities department with Daupler on Tuesday August 29th.
 
Before I get into those details, let me provide Council with some background to refresh recollections.
 
  • Up until September of 2021 the Village contracted with Citywide for after-hours non-safety forces dispatch. That company informed the Village at that time that it was shutting down, with a little more than a week’s notice.
 
  • What the Village pivoted to at that time as a “short term answer” was to use our Village phone assigned to Utility Billing for after-hours non-911 emergency calls. One of our employees (or the Mayor or I) would take the phone home and if/when a call came in essentially dispatch whatever Department/Employees are needed based on the reason for the call.
 
  • We were not able to find a local “call-center” at that time. We researched three (3) “national” call centers who had no strong local ties, which tended to be quite a bit more expensive.
 
  • We then approached the Red Center to take our after-hours non-911 emergency calls as they do our emergency (911) calls for Police and Fire. They agreed, but their abilities to take those calls varied, as for a period of time they were encouraging paying users to leave because they did not have enough dispatchers.
 
  • Based on that uncertainty, we reverted to our previous “short term answer” – forwarding our Village phone number assigned to Utility Billing for after-hours non-911 emergency calls to one of our employees to take the phone calls and essentially dispatch whatever Department/Employees are needed based on the reason for the call.
 
That process has been unsatisfactory for a number of reasons:
 
  • On a number of occasions when power has gone out residents continue to call, and the employee answering the call is TRYING to restore power. I discovered this because I was getting calls during a winter outage on 7th Street where the power line was down and energized, with both wind and precipitation. The employee (with others) was working on the power while answering phone calls. That is not a safe scenario.
 
  • On a recent occasion for a water leak, a call was forwarded (dispatched) to a Department (non-emergency) and because it took them some time to respond the original employee continued to get calls.
 
So, because the Village residents deserve a more reliable after-hours non-safety forces dispatch, and concurrently the Village employees need to concentrate on emergencies rather than splitting their attention between fixing the complaint and taking calls, we met with Daupler about their providing after hours dispatching for the service/utilities department.
 
I have forwarded a copy of the slide show, but the highlights are:
 
  • All after-hours dispatching for the service/utilities department calls would be handled by Daupler.
  • Daupler can set up our system so that multiple persons can be notified of events, including Council. So, for example when the power went out last Thursday in addition to dispatching the Electric Department Council could also be notified of the outage, the notification could be updated to include estimated number of residents out and estimated time to getting their power back on.
  • That same information could be available/accessed by residents.
  • Residents could download photos with their calls (approximately 58% of Daupler callers do so)
  • Daupler will triage calls so that emergencies are immediately dispatched and those that can wait for regular hours will wait.
  • Daupler can set up our system to capture our SCADA alarms and dispatch.
  • Daupler can set up our system to map out our service area, so if as an example we get a call about debris on Route 62 near Baylor’s Beach they can direct the caller to the correct agency.
  • Daupler can set up our system so that if they do not get a response from the first employee, they can move on to a second employee, and so on.
 
They have proposed a 12-month contract at $9,900. I will have the contract reviewed by Law Director John Anthony. The initial annual split would be based on an estimate of frequency of incidents - 50% Electric; 30% Water; 10% Wastewater; 10% Street. After the initial contract, the split would be determined based on the ACTUAL number of incidents for each in the previous year.
 
The City of Hudson is a current customer, and the City of Orrville recently has signed on.
 
I intend to move forward unless Council has an object at its next meeting Tuesday September 5th.
 
AMP Annual Conference. I am planning to attend the 2023 AMP Annual Conference on September 26th and 27th, 2023 at the Hilton Columbus at Easton. Looking to get new viewpoints on innovations or programs that can be implemented in Brewster as well as participate in Joint Ventures Brewster has part ownership in, such as JV2 (JV2 is three (3) gas turbine distributed generation units and 34 diesel units with a total capacity of 134.096 MW at sites located across Ohio)  and JV5 (JV5 is 42-megawatt of hydroelectric plants on the Ohio River, with back-up generation sources located throughout Ohio. The plant has two generating units with a FERC rated capacity of 21 MW per unit.)
 
Hillview Mobile Home Park Pump Station & Force Main Project – Summary. I was contacted by the Ohio Attorney General’s Office on Thursday August 31st about the status of the Hillview Mobile Home Park Pump Station & Force Main Project, and prepared the following status summary regarding the project.
 
          DESIGN
  •          The Village of Brewster received a WPCLF Design “Loan” with principal forgiveness (does not need to be repaid).
  •          Design is virtually complete.
  •          The initial construction estimate was $255,000 based on the preliminary plans.
  •          A final construction estimate should be forthcoming shortly.
  •          WPCLF Loans requires the Village to be in compliance with “Title II and III of the Uniform Relocation Assistance and Real Property Acquisition and Policies Act of 1970 (P.L.91-646)”
  •          The Village has identified and surveyed the easements (sewer and electric) for the Project.
  •          The easements have been appraised in accordance with “Title II and III of the Uniform Relocation Assistance and Real Property Acquisition and Policies Act of 1970 (P.L.91-646)”.
  •          The Village expects that the easements will be donated, which is in compliance with “Title II and III of the Uniform Relocation Assistance and Real Property Acquisition and Policies Act of 1970 (P.L.91-646)”
 
CONSTRUCTION
  •          The Village of Brewster also received a WPCLF Construction Loan in the amount of $255,000 at their “regular” rate.
  •          The Village of Brewster is scheduled to receive a CDBG Grant in the amount of $40,000 towards the Project.
  •          The CDBG Grant (HUD Funding) is a Fiscal Year 2024 award.
  •          Fiscal Year 2024 begins July 1st, 2024.
  •          The CDBG (HUD Funding) in the Project puts Stark County in charge of the bidding/award process, and thereby sets the dates for that process as well as actual construction.
  •          Stark County indicates they should have the CDBG (HUD) environmental completed and advertised by the end of the year.
  •          As soon as the CDBG (HUD Funding) is released to Stark County they can commence bidding.
  •          Some years the CDBG (HUD Funding) is released to Stark County in mid to late August.
  •          The previous year the CDBG (HUD Funding) was released to Stark County in September.
  •          Approximately 2 to 2 ½ months should be allowed for bidding, award, and executing a construction contract for the Project.
  •          Actual time for construction is estimated to be 30 to 60 days, with 90 days being the maximum.
  •          That would put completion between end of November 2024 (best case) or end of end of February 2025 (worst case), not end of November 2024 as I indicated preliminary on the phone.
  •          The CDBG funds are first in, so the WPCLF Loan will be spent last.
 
PURSUIT OF BETTER FUNDING
  •          The Village has a “bird in hand” (existing WPCLF Construction Loan up to $255,000)
  •          The July 1, 2024 CDBG timeline allows the Village to reapply (renominate) the Project, where the Village can potentially get “loan forgiveness” in all or part based on the completion of the design.
  •          With the WPCLF construction loan in place, the Village can keep that existing WPCLF Loan for construction while we renominate the project. There is no downside to renominating it. If we do not get a better outcome, we can keep the existing WPCLF Loan like what the outcome is, we follow through on loan approval. No downside to renominating the project.
 
As a reminder, the owners of Hillview Mobile Home Park are to ultimately reimburse the Village for any costs it incurs on the Project. I hope this helps everyone better understand how far this Project has progressed and how it is planned to be completed.
 
Hillview Mobile Home Park Sanitary Sewer “Project” – WPCLF Design/Planning Loan. Design is wrapping up.
 
Hillview Mobile Home Park - CDBG Funds. The CDBG Grant continues to progress. CDBG has documents they requested to address the Environmental Review process.
 
In addition to utilizing the documentation in the Environmental Review process, there will be:
 
  •          a “historic” review by the Ohio Historic Preservation Office, which Stark County CDBG will take responsibility for.
  •          Published legal notices, which Stark County CDBG will take responsibility for.
  •          30-day comment period, which Stark County CDBG will take responsibility for.
  •          as portions of the project will lie within the flood plain, environmental review for flood plain/wetland incursion, which Stark County CDBG will take responsibility for.
 
They estimate that part of the process will wrap up in December.
 
Hillview Mobile Home Park Sanitary Sewer “Project” – Easements. With the use of Federal funds through WPCLF subjects the easements to Title II and III of the Uniform Relocation Assistance and Real Property Acquisition and Policies Act of 1970 (P.L.91-646). The easements for the Project have been identified, they have been appraised, so now the “negotiations” with the owner, Hillview Mobile Home Park, based on the appraisal(s) can commence. It is still the intent of Hillview Mobile Home Park at this point in the process to donate the easements at no cost, similar to what was done by Fairless Schools for the Safe Routes to Schools Project.
 
Hillview Mobile Home Park & Village Agreement for Reimbursement. Law Director Anthony has addressed Council on this piece of the overall “puzzle.”
 
Brewster Sanitary Manholes Project – WPCLF Loan(s). The Village’s application for the loan has been submitted. Work on the plans is underway.
 
Brewster Sanitary Sewer Lining and Manhole Rehab/Replacement Project – WPCLF Loan(s). The Village’s application for the loan has been approved. Work on the plans is underway.
 
Properties in the Village with High Grass. As an FYI, letters have begun going out for properties that either have high grass or trash issues in the Village. High grass letters state:
This is to inform you to take immediate steps to cut the grass on the above-referenced property in the Village of Brewster.
 
The Village of Brewster Code of Ordinances Section 95.20 and 95.21 require the mowing of grass, weeds, or plants growing to heights exceeding eight (8) inches.
 
The Village of Brewster Code of Ordinance 95.12 further provides that upon written notice to the owner, lessee, agent, or tenant having charge of such land be cut within five days after receipt of said notice.
 
If the property is not brought into compliance within those five days, the Village will have the property mowed and charge you, the property owner, either by billing or assessment of the property taxes.
 
In addition, the ordinance provides that if you as the property owner fail or refuse to cut said grass, weeds, and undesirable vegetation following this notice… and it becomes necessary for the Village to cut and/or clean the same lot more than one time during the remainder of this calendar year, the Administrator may order the lot or lots to be cut and/or cleaned without the necessity of further notice.
               
Once the green cards (certified delivery) come back, the Village can cut the property and, if unpaid, place the cost of the property owner’s taxes. So, if you notice any properties in the Village where the grass is not being cut in accordance with our ordinance, please let me know.
 
Storm Drainage Projects. The current list of storm sewer projects in their priority order, with updates on their status:
  1.        Dartmouth/Amherst relief line. Easement has been signed. Need surveyor to set pins. Work to start when it can be scheduled and weather permits.
  2.        Catch basin extensions on West Main
  3.        Corner of Needham & Harriman – catch basin collapse.
  4.        East end of 1st Street SE. Will have to coordinate with US Army Corps of Engineers.
  5.        Open ditch east of Mohican. We are consulting with Stark County Soil & Water.
  6.        Drainage from Harmon west of 264 Harmon. Survey needs to be completed.
  7.        Drainage on north side of 7th west of Baymere.
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.
 
Ambulance Purchase. We are moving forward with the purchase of theBraun Chief XL Demo Ambulance on a Ford F-450 4X4 Diesel Chassis from/through Penn Care. We have prices for the additions (Council authorized up to $10,000 for those) plus the addition of air horns and graphics (Council authorized up to $9,000). We are authorizing changes that fall within the proscribed limits established by Council.
 
VILLAGE MAYOR: Charles Hawk
  1.        Joe Turnbo is resigning from The Brewster Fire Department effectively immediately.
  2.        Paul Heitger is retiring from The Brewster Fire Department FF/EMT.
  3.        Christmas in The Village meeting September 6th at Village Hall 10 am.
  4.        Appoint Lindsay Heisler to Brewster Village Recreation Board.  Her background check has been submitted to the Clerk’s Office.
 
VILLAGE CLERK-TREASURER:  Kris King.
1.       The check register was provided for Council’s review.
 
COMMITTEES or COUNCIL REPORTS: The Goal of any committee meeting is to discuss an issue or proposal and to provide, by consensus of the committee members, ONE recommendation to Council.
VA Miller reported the Finance Committee reviewed the OPWC Capital Improvement Plans required for grant applications.  There was also a discussion on creating a grant application policy.
 
VA Miller reported that there was an open house at the new Electric Garage before the Finance Committee meeting where Council and one other person attended and was able to walk through the whole area.
 
VILLAGE SPEAKS (Communications received by Council Members from Village Residents):
Council Member Hilliard stated that 320 Needham wished to thank the Village for fixing the water issue.  She stated that the area did not have straw on so she wasn’t sure whether it had been seeded.
 
PENDING EXPENDITURE REQUESTS:
  1.        None.
 
PENDING PROPOSALS FROM PAST MEETINGS:
  1.        None.
 
OLD or NEW BUSINESS:Council Rules require a two-week waiting period before any expenditure of funds unless determined to be an emergency.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to create legislation to require all grants and/or grant requests be approved and/or ratified by Council, be in the name of the Village of Brewster, and administered through (paid into) the Clerk-Treasurer’s Office.  The vote: All yes.
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to appoint Lindsay Heisler to the Recreation Board.  The vote: All yes.
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carried to accept Paul Heitger’s resignation as he is retiring from his service with the Fire Department and send him a thank you letter for his service.  The vote: All yes.
 
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to accept Joe Turnbo’s resignation from the Fire Department and send him a thank you letter for his service. The vote: All yes.
 
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to authorize the VA to execute a Letter of Intent for the Village to participate in a proposed Blue Creek Wind PPA through AMP via the USDA ERA Grant process.  The vote: All yes.
 
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to authorize the Village Administrator to renew the agreement with the Ohio Department of Transportation (ODOT) to perform maintenance on State Route 93 within the Village limits.  The vote: All yes.
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to approve the additional $1,769.01 for the airhorn.  Council Member Hilliard said that the Chief needs to bring in a more detailed quote to Council instead of just throwing it at the wall.  The vote: Godwin, no; Hilliard, yes; Long, yes; Radich, yes; Schwab, yes.  Motion passes.
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to ratify the BWC Grant application for turnout gear which pays $15,000 and has a match approved up to $2,800 from the Fire Operations Fund.  The vote: All yes.
 
VA Miller also reported that there will be no more add-ons for the ambulance as the final contract has been signed.
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to provide a budget of $500 for the Children’s Halloween Party.  The vote: All yes.
 
AUDIENCE COMMENTS:
 
COUNCIL MEMBER RADICH MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to adjourn the meeting at 7:31 p.m.  The vote: All yes.
 
 
Respectfully submitted,
Kris King, Clerk-Treasurer
Charles Hawk, Mayor