October 3, 2023 - Meeting Minutes

MINUTES
BREWSTER VILLAGE COUNCIL
OCTOBER 2, 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                              
 
COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to excuse COUNCIL MEMBER SCHWAB from this evening’s meeting.  The vote:  All yes. 
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER LONG 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                           Police Chief Nathan Taylor
Fire Department Chief Colucy
 
Officer James West, Ray Heitger, Mike McCleese, Scott Killy, and Nancy Bucher, Assistant Utility Clerk, were also present.
 
MINUTES FROM THE SEPTEMBER 5 and 18, 2023, REGULAR COUNCIL MEETING:
The minutes for the September meetings were not previously approved because there weren’t enough Council members present to have a quorum on September 18, 2023. 
 
Mayor Chuck Hawk asked if there were any additions or deletions to the September 5, 2023, Council meeting minutes.
 
COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve the minutes as presented.  The vote: All yes.
 
Mayor Chuck Hawk asked if there were any additions or deletions to the September 18, 2023, Council meeting minutes.
 
COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve the minutes as presented.  The vote:  All yes.
 
PRESENTATION OF BILLS:
The bills for the September 18, 2023 meeting were not previously approved because there weren’t enough Council members present to have a quorum. 
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to accept the bills for September 18 in the of amount $421,487.86.  The vote: All yes. 
 
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to accept the bills for October 2, in the amount of $92,779.33.  The vote all yes.
 
Kris King, Treasurer, explained that there are three extra check registers that need to be approved.  COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL HILLIARD and motion carried to accept the three extra check registers.  
 
AUDIENCE:
 
Ray Heitger of 317 Seventh Street S.E. was in attendance. 
 
Mike McCleese of 525 South Wabash is concerned about the zoning ordinance for unmown grass of more than 8 to 10 inches along fences.  If you own the rental, does the village send notices to the owner or the renter.  Mr. McCleese stated that the rental behind his property has only been mowed 3 times since Memorial Day.  He maintains his property, but others don’t which makes it like living in a ghetto.  It is disgusting that the landlords aren’t held responsible. 
Administrator, Mike Miller, has sent letters to multiple owners of properties requesting that grass be taken care of immediately.  COUNCIL MEMBER GODWIN stated that IF the owners don’t comply, the village mows the area and places the fee on the owner’s real estate taxes.  There is a property behind Mr. McCleese that has high grass, he couldn’t provide an address.  COUNCIL MEMBER RADICH will provide the address to the ADMINISTRATOR, Mike Miller.    
Mr. McCleese also reported that there is a problem with sidewalks not being maintained (overgrown grass and shifting).  Years ago, a lady tripped on a sidewalk.  The residents were forced to repair sidewalks at their expense, which Mr. McCleese has done.  SOLICTOR, John Anthony, did find an ordinance that states that the village has the right to make residents repair sidewalks (at the resident’s expense).  At this time, the village doesn’t feel that this would be in the best interest of the residents.  Administrator, Mike Miller, reported that 14 locations that have been scheduled to be repaired this year—at a cost of $18531.41.  This is the village’s responsibility because we planted trees that have caused the upheaval of sidewalks.  This project is a work in process.   MAYOR HAWK said that the contractor that has been hired is having difficulty scheduling people to do the work.  The contactor has been hired to replace cement slabs at 425, 457, 515 and 2 other places on South Wabash.  At this time, the village is not able to walk each street to review sidewalk issues but is open to reviewing when brought to our attention.  If trees have caused damage, those sidewalks will be added to the list.  Mr. McCleese would like to know about the removal of snow from the sidewalks.  COUNCIL MEMBER GODWIN agreed that in the “old days” residents removed snow as a courtesy to fellow residents, not so much nowadays.  SOLICTOR, JOHN ANTHONY, stated individual homeowner is responsible for snow removable but can let grass grow over 40% of the sidewalk (ordinance 93.26).   SOLICTOR, JOHN ANTHONY, suggested that it would be worthwhile to review the homeowners’ responsibilities. COUNCIL MEMBER HILLIARD stated that the tree committee now reviews what trees are planted and which are removed to prevent this problem from happening in the future.  COUNCIL MEMBER HILLIARD said that we should look at the areas of Mr. McCleese’s concern, but to remember that untidy doesn’t mean hazardous. 
 
Scott Killy of 855 South Wabash, candidate for council, is sorry to say that he will be moving and won’t be able to run for village council.  Mr. Killy is under contract to purchase a home in Navarre.  He was really looking forward to serving the village.  If circumstances change, he will let us know. 
 
John Paquelet, Candidate for Massillon Clerk of Courts was in attendance.  Mr. Paquelet reported that this position is over six townships (92,000 people).  He has served for eight years on the Massillon School Board.  He feels that “Small Town is America at its Best”. 
 
PRESENTATION OF GUESTS:  None
 
CONSIDERATION OF ORDINANCES:  Titles of each read by Solicitor John Anthony. 
 
#52-2023 Ordinance:   An Ordinance amending Chapter 78 parking schedules.  Schedule 1.  Restricted parking of the Village codified ordinance to add “Fire Department Parking Only” to (1) parking spot on the south side of east main in front of the fire office entrance door (110 East Main) and (2) spaces on the south side of East Main immediately east of the fire bays (in front of 142 East Main.  COUNCIL MEMBER GODWIN MOVED TO AMMEND, SECONDED BY RADICH and motion carried to amend the ordinance.  The vote:  All yes.
 
Second Reading: A Resolution Authorizing the Amendment and Appropriation of Additional Funds for 2023.
 
First Reading:  A resolution accepting the amounts and rates as determined by the budget commission and authorizing the necessary tax levies and certifying them to the county auditor.
 
First Reading:  A resolution authorizing The Village Administrator to prepare and apply to the Stark County Board of Commissioners for a 2024 Municipal Road Grant and to execute contracts as required and declare an emergency vote.
 
First Reading:  An ordinance employing Attorney John F. Anthony as Village Solicitor from January 1, 2024, through December 31, 2024
 
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 the owner’s expense was given third reading.
 
MUNICIPAL DEPARTMENT REPORTS: 
  1.   Police Department:  Chief Nathan Taylor  
  •          Chief Taylor reported that in the past two months there have been 5 arrests made around Second Street S.E.  Four were for disorderly conduct and one for noise nuisance.  There have been zero complaints from other neighbors.  Chief Taylor has recommended that the complaining neighbor take a step back from the situation, there are no laws being broken.  Chief Taylor has checked the noise level (at 30 feet), and it doesn’t exceed the noise limit.   Chief Taylor stated that permission has not been given to ride in the alley.   NOTHING has been signed by him or the council to give permission to do this.  COUNCIL MEMER GODWIN suggests that the village consider placing trees on the village property to help make a buffer in that area.  If the trees die, maybe an arrest could be made for destruction of village property.  COUNCIL MEMBER HILLIARD has suggested that the resident leaves the area when the neighbor starts up.  COUNCIL MEMBER HILLIARD had the same problem (a few years back) and sympathizes with them.  COUNCIL MEMBER HILLIARD’S problem neighbor moved.  COUNCIL MEMBER HILLIARD has told the resident to continue to document everything that has happened and continues to happen, and to seek a civil suit lawyer with the information. Our prosecutor has stated that this is a civil case, the village has done all that they are able to do.   Chief Taylor can’t dedicate a car to be on Second Street 24/7, but he has requested that his officers drive in the area at least once an hour.  BUT his officers are responsible for the well-being of 2000 residents that also need their protection.
  •          COUNCIL MEMBER HILLIARD asked what the status is for delivery of police car?  Chief Taylor expects it soon.  The equipment for the car is being received.      
 
FIRE DEPARTMENT:  Chief Chris Colucy
  •          Total of 689 calls to date. 
  •          Chief Colucy would like permission to authorize the bidding out of the old ambulance.
  •          Chief Colucy is recommending Nathan McNair be appointed to our fire department. 
  •          Fire Ban for the State of Ohio is 6 a.m. to 6 p.m. October through November.  Chief Colucy states that from 6 p.m. to 6 a.m. it is assumed that areas are damp with dew and safe to burn. 
  •          COUNCIL MEMBER HILLIARD asked how many calls were lost this past month due to inadequate staffing.  Chief Colucy that there were 7 dropped calls. 
  •          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.   Solicitor Anthony received a call from Hillview’s Attorney Thompson.  Attorney Thompson and Solicitor Anthony have agreed to set up an escrow account for Hillview that will have both entities on the account.  Hopefully this will be done by our next meeting.
  •          Solicitor Anthony reported that there were changes to the competitive bidding deals with thresholds.    If a Village doesn’t have a Village Administrator, the amount will remain at $50,000.  BUT because we have a Village Administrator, the amount will increase to $75,000, with an annual increase of 3%.  Specific language that the amount can’t be divided into component parts.  Once the $75,000 is hit, competitive bidding will be required (newspaper, official posting site, website, and social media).  This goes into effect on October 4, 2023.  COUNCIL MEMBER HILLIARD remembers when it was $10,000.  But others stated it was at $25,000.  COUNCIL MEMBER HILLIARD asked if we need an ordinance to change to the $75,000?  Solicitor Anthony said that would only be necessary if there was a restrictive ordinance, which there is not.
 
COMMUNICATIONS: 
A thank you card was received from Brewster Parke Nursing home thanking the village for participating in their Christmas in July. 
 
Communications reported by Administrator Miller:
  •          A resident complained that Willow alley is not entirely in the village right of way, it is on railroad property.  Administrator Miller indicated it is in the same location since prior to 1985, and that the option to move it or make10 feet south is costly and unnecessary.
  •          The resident at 351 First Street S.E. underground electric service has failed.  Unfortunately, the wires go through another property.  There is no easement for that property.  Administrator, Miller will give the resident 4 options. 
Village Administrator, Miller comments:   
  •          A contract has been awarded for the fence at the electric department.  The fence will be 8 feet tall with 3 strands of barbed wire. 
  •          The Village renominated Hillview Estates to try to get more money.
  •          Administrator, Miller will prepare MRF, but will need to have authorizing legislation.
  •          Administrator, Miller reported that over $18,000 in concrete projects plus replacing handicap ramps on Tuscarawas are in the process of being completed. 
  •          COUNCIL MEMBER HILLIARD asked when the next mosquito spraying will be, he thinks that we should consider doing the mosquito spraying ourselves. Administrator, Miller will make a cost comparison, but feels that it will show that it is more cost effective to let the county continue to do.  COUNCIL MEMBER HILLIARD has been receiving calls that many areas aren’t being sprayed.  MAYOR HAWK rode around the village with the county sprayer last year and explained how the driver covers all areas.  Please remember that certain areas are always going to have problems.  COUNCIL MEMBER HILLIARD AND RADICH haven’t seen any activity from the county this season.  
 
 
VILLAGE ADMINISTRATOR: Mike Miller
The Council received the Village Administrator’s report last week to review.  Administrator’s report for period: 09/05/2023 thru 10/02/2023:
 
COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve the Village Administrator’s report as presented.  The vote: All yes.
 
Administrator’s report for period 09/05/2023 through 10/02/2023:
 
OPWC 2023 Applications.This year’s deadline for submission of OPWC Projects is September 29, 2023. Applications for the Brewster Water Transmission Main Replacement Project and the Tuscarawas Paving Project were submitted.
 
OPWC – Tuscarawas Paving Project. The 2024 Paving Plans have been completed, which includes as an alternate Tuscarawas. That allows the Village to go out to bid early in 2024 while preserving our ability to wait to award Tuscarawas pending OPWC Funding and an executed agreement. The construction estimate with contingencies for Tuscarawas is $99,982. Our request for a 49% OPWC Grant of $53,891.
 
There are a couple of new approaches taken to enhance the Village’s score on the Tuscarawas Paving Project.
 
  1.      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. Tuscarawas is a mill and fill only project that should get those 5 points.
  2.      In the SCIP (State Capital Improvement Program) portion of OPWC scoring are points for a loan. The Village requested a 2-year 0% loan on this project in the amount of $46,091 that will add 4 points to our SCIP score without affecting our local match at the District 19 level. It assures the Village will have enough funds in the event we get funded for both the Tuscarawas Paving Project and the West Main Reduction and Rehabilitation Project. Keep in mind that we can still set the amount of the loan aside or use it to add more streets in 2024. If the Village does not get funding at the District 19 level, we can withdraw the loan request when we get to the Small Government Funding level.
 
There are some new funding rules for LTIP for this round of OPWC Applications, but it is likely that the Village won’t get funded for Tuscarawas at District 19 level. However, the highest small government projects are sent on to Small Government OPWC competition, with the highest ranked project getting 10 points, the next 9, on down to the 5th project. Our goal is if we do not get funded at the District 19 level to be the highest ranked projects sent on to the State to get those points. We will be completing any ADA Ramps in advance of the paving in the coming weeks.
 
OPWC - West Main Reduction and Rehabilitation Project.The final plans and the engineer’s estimate for the West Main Reduction & Rehabilitation Project. Engineering was completed, with the estimate for construction, including a 10% contingency, at $293,700. Village match out of Paving funds at that amount will be $149,787.
 
Similar to the Tuscarawas Paving Application, a new approach was taken to enhance the Village’s score on the in the SCIP (State Capital Improvement Program) portion of OPWC scoring. There are points for a loan. The Village requested a 2-year 0% loan on this project in the amount of $137,944 that will add 4 points to our SCIP score without affecting our local match at the District 19 level. It assures the Village will have enough funds in the event we get funded for both the Tuscarawas Paving Project and the West Main Reduction and Rehabilitation Project. Keep in mind that we can still set the full amount of the loan aside out of the 2024 Paving Fund or use it to add more streets in 2024. If the Village does not get funding at the District 19 level, we can withdraw the loan request when we get to the Small Government Funding level.
Another quick recap of the project:
  • 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. The 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 know of no responses.
Renewal of Agreement with ODOT to Perform Maintenance on Route 93 within the Village.I have executed the two (2) year renewal of the Agreement with ODOT to Perform Maintenance on Route 93 within the Village as authorized by Council motion.
 
Mosquito Spraying. Mosquito spraying continues. Mosquito spraying was to occur again on Tuesday September 26, 2023, however weather postponed that spraying until Tuesday October 3rd. This is the last scheduled spraying for 2023.
 
OPWC Brewster Water Transmission Main Replacement Project. The contract documents were executed 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 was also 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.
 
Material has been delivered. A preconstruction meeting was held Friday September 15th. Work commenced on 2nd Street, to the north via the alley (Wandle Court), and on 1st Street. Lincoln south to the Water Plant from 2nd will be next.
 
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.
 
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. The Zoning Board of Appeals met on September 21st and approved the requested variances for the Electric Facility to allow an 8-foot tall fence with three (3) strands of barbed wire on top, similar to that allowed for wireless facilities and what 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.
The Fence Permit has been issued, and the Purchase Order opened to install the fencing in the amount of $49,713. As I previously informed the Council, the Village had obtained two (2) quotes to install fencing and gates at the new Electric Building. The low quote (via an informal bid process) 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.
Crack Sealing. Crack sealing was completed for 2023 on:
  •          Mohican (entire)
  •          East Harmon (Wabash to Mohican)
  •          West Harmon (Wabash to Muskingum)
  •          Scioto (entire)
  •          McKinley (7th to Bimiler)
  •          Bimiler (McKinley to Wabash)
  •          East Main (Wabash to McKinley)
Crack sealing is an inexpensive way to extend the life of our streets by preventing water from infiltrating the surface and with freeze/thaw breaking up pavement.
 
Hillview Mobile Home ParkSanitary Sewer “Project”– WPCLF Design/Planning Loan. Design is wrapping up. A revised Engineer’s Estimate has been developed. Plans are being finalized.
 
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:
  • An “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 Pump Station & Force Main Project – Construction Renomination Summary.As I indicated previously, the Village is pursuing better funding for the construction portion of the Hillview Mobile Home Park Pump Station & Force Main Project. The Village has a “bird in hand” (existing WPCLF Construction Loan up to $255,000). Because the CDBG Funding will not be available until July 1, 2024, it allows the Village to reapply (renominate) the Project. That was completed September 14, 2023.
 
By reapplying the Village can potentially get “loan forgiveness” in all or part. There is potential loan forgiveness for up to $50,000 for back-up electricity. 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.
 
The cost estimate has changed, due to projected increases in construction prices and the addition of construction administration. That was included in the renomination request.
 
As a reminder, the owners of Hillview Mobile Home Park are to ultimately reimburse the Village for any costs it incurs on the Project.
 
Hillview Mobile Home Park & Village Agreement for Reimbursement. Law Director Anthony has addressed Council on this piece of the overall “puzzle.”
 
Hillview Mobile Home ParkSanitary 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 were identified. They were then appraised. The next step is “negotiations” with the owner, Hillview Mobile Home Park, based on the appraisal(s). 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. However, this process is on hold until the Village and Hillview reach an agreement on reimbursement by Hillview for any Village incurred costs.
 
Brewster Sanitary Manholes Project– WPCLF Loan(s).Work on the design/plans is winding up.
 
As I indicated previously, the Village is pursuing better funding for the construction portion of the Project. The project has been renominated for a construction loan. The Village has a “bird in hand” (existing WPCLF Construction Loan). The Village is able to reapply (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.
 
Brewster Sanitary Sewer Lining and Manhole Rehab/Replacement Project– WPCLF Loan(s).Work on the design/plans is winding up.
 
As I indicated previously, the Village is pursuing better funding for the construction portion of the Project. The project has been renominated for a construction loan. The Village has a “bird in hand” (existing WPCLF Construction Loan). The Village is able to reapply (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.
 
Ambulance Purchase. The changes/additions have had purchase orders opened and sent to the manufacturer. They are being scheduled/completed so that the Village can take delivery soon.
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.
 
2024 MRF (Municipal Road Fund) Application. The Village just received the 2024 MRF Application. After a number of years where Brewster has not had a submission (or better stated a qualifying street submitted – we have tried Chestnut) for Municipal Road Funding (MRF), we have a street that is on the MRF list and is “eligible” for a treatment to extend its life – 7th Street between Route 62 and Wabash. The treatment I am requesting be submitted by the Village for MRF Funding is micro-surfacing. Stark County has been doing extensive micro-surfacing in the past few years. Micro-surfacing allows for a life extension of roughly 7-9 years at a fraction of the cost of major road reconstruction. The reason to submit a request for 7th Street between Route 62 and Wabash to be micro-surfaced and restriped is that 7th Street was partially reconstructed and paved in 2019. In addition to the “normal” wear and tear on 7th Street, the past two (2) years also have seen a large increase in heavy truck traffic associated with the construction of the new Fairless High School.In 2019, NO MRF funds were used. The entire cost was through an OPWC Grant and Village Paving Funds, which totaled $217,166.12.
 
We contacted Strawser Construction Inc. for a budgetary price because they were in Stark County this year doing work on Stark County roads. Budgetary numbers for 7th Street would look something like this:
Micro @ 24 LB/SY
Approx. 12,800 SY @ $5.70/SY = $72,960.00
Stripping would be Approx $8,000
So, the plan would be to submit a request for 7th Street between Route 62 and Wabash to be micro-surfaced and restriped at an estimated cost of $80,960. I did reach out to those on the MRF Committee to determine if micro-surfacing is an eligible expense but received no replies.
 
I have drafted an ordinance with an emergency clause. The deadline to apply for the 2024 MRF Program is November 1, 2023, which the Village was informed of by a letter dated September 22, 2023. That allows for only two (2) regularly scheduled Council Meetings prior to said deadline.
 
Acquisition of Property through the Stark County Land Reutilization Corporation Targeted Lot Acquisition Program. The Village has acquired eleven (11) parcels that were tax delinquent through the Stark County Land Reutilization Corporation Targeted Lot Acquisition Program. Because acquisition of these particular parcels has taken some time, I will do a brief history of how we got to this point:
 
  • In 2019 Council passed an ordinance to participate in the Land Reutilization Program
  • In 2021 the Council approved submitting eleven (11) applications through the Targeted Land Reutilization Program.
  • The eleven (11) applications were then submitted through the Targeted Land Reutilization Program to acquire 3.68 acres of vacant land that was tax delinquent.
 
The eleven (11) parcels have been transferred to the Village as of Thursday September 21st and recorded. They are located to the west of Wabash Avenue South, north of the Sugarcreek. They total 3.68 acres. The original deed(s) will be mailed out to the Village along with an invoice for reimbursement of the TAAP (Targeted Acquisition Assistance Program) costs in the amount of $2,339.19.
 
AMP Annual Conference.Obtained a lot of information from the AMP Annual Conference. Council can schedule a Committee Meeting to go over information in more detail, but some of the highlights are:
 
  • Was made aware of Cyber Security resources that Brewster can use to improve its cyber security defense. Presentation by the Ohio Cybersecurity & Infrastructure Security Agency. Also, support is available through AMP. Will be looking to avail Brewster of these assets.
  • Was able to network with AMPT Personnel. Got caught up (and lobbied) on the status of our second transmission line. The contract to complete engineering is being finalized, and AMPT is looking to order some needed items now that have a long delivery schedule and coordinate with Brewster to have a suitable laydown area for those items.
  • Spoke with Courtney and Associates about the status of our rate reviews.
  • Got a status report and forecast on energy markets.
  • Spoke with Convergent about battery storage, and also met with a competitor in the battery storage field.
  • Committees reported updates/status. Those reports are attached.
  • RECs (Renewable Energy Certificates) are up in the market. That is good news, as the sale of RECs to third parties on various projects Brewster is a part of will reduce net cost of power.
  • As an FYI, OMEA (Ohio Municipal Electric Association) provided an update on various legislation that may affect either electric and/or the Village. Attached.
  • Information about distribution transformers that Brewster may need to act on.
  • The only bad news is that the Village of Brewster did not receive any awards in 2023. We have received safety awards for the previous three (3) years.
 
After Hours Dispatching for the Service/Utilities Departments.The Village continues with the process of implementing an improved after-hours dispatching service.
 
VILLAGE MAYOR: Charles Hawk
  1.        Fee for Christmas lighting contest.  In the past, we have had a registration fee of $10.00 (that fee is given to the Fairless Food Cupboard).  Nancy Bucher would like the council to consider dropping the fee in the hopes maybe more residents would participate.  COUNCIL MEMBER GODWIN thinks that the residents don’t participate because they don’t want to be in the spotlight or the pressure of trying to be the best.  Residents that want to participate would need to register.  
  2.        Appoint Nathan McNair to the fire department.
  3.        Donation to Fairless Youth Athletic Foundation.
  4.        Proclamation for the Village of Brewster Electric Department
Be It Further Resolved:  that the week of October 1 through 7 be designated Public Power Week to recognize the Village of Brewster for its contributions to the community and to educate customer-owners, policy makers, and employees on the benefits of public power.
  1.        The Christmas in the Village committee would like an increase in their budget to $2000.00. 
 
VILLAGE CLERK-TREASURER:  Kris King.
 
1.      Please review and initial the check register for the bills.  There are five registers.
  1.       We received a $20,000 Ambulance Transportation Grant.  The money is to be divided and distributed to Fire Department members that ran on calls during the pandemic.  The amounts paid will be based on the number of hours worked for the people that are still employed in the department at the time of the payout.  We are currently copying all the timesheets from January 27, 2020 to April 10, 2023.
  2.       The Recreation Board would like to do a fall scavenger hunt.  They would like the Village to purchase 4 -$25.00 local gift cards.  It will be advertised ahead of time.  They would use Facebook and our community board to alert participants to the areas where the cards are hidden at a designated time.  Brittany would like to advertise this at the Halloween party.
  3.       We received a check for $700 from Efficiency Smart for the new electric building.
  4.       I will be at the Ohio Association of Public Treasurers Conference for the rest of this week.  I will be available by text or email should anyone need anything.
  5.       I received a call complaining about vehicles parking to close to the intersection at Wabash and West Main St.
  6.       I have received one quote for the insurance for next year.  The deadline for submittal is Friday.  I also received a request for information from State Farm but after emailing them what we needed, they determined that they are not able to quote it as a package.
 
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
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: None.
 
PENDING PROPOSALS FROM PAST MEETINGS: 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 GODWIN MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to give $1000.00 to Fairless Toy Team.  The vote:  COUNCIL MEMBER HILLIARD abstained, LONG yes, RADICH, yes, GODWIN yes.  This motion was tabled till the next meeting. 
 
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to appoint Nathan McNair to the fire department, pending background check and drug test.  COUNCIL MEMBER HILLIARD asked if he lives in the village.  Chief Colucy stated that McNair lives in the township.  The vote: All yes.
 
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to give four $25.00 gift cards to the recreation board for the upcoming scavenger hunt.  The vote:  All yes. 
 
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to eliminate the $10.00 fee for the Christmas lighting contest.  The vote: All yes.
 
COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to give a donation of $1000.00 to the Fairless Youth Athletic Foundation.  The  vote: All yes.
 
AUDIENCE COMMENTS:
 
COUNCIL MEMBER RADICH MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to adjourn the meeting at 8:18 p.m.  The vote: All yes.
 
 
Respectfully submitted,
 
Nancy Bucher, Assistant Utility Clerk
Charles Hawk, Mayor