November 20, 2023 - Meeting Minutes

MINUTES
BREWSTER VILLAGE COUNCIL
NOVEMBER 20, 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 Mayor Hawk, followed by the Pledge of Allegiance to the flag.
 
The meeting took place in the Community Room.
 
MEMBERS PRESENT:
Charles Hawk, Mayor                                 
Dale Fox, Council Member                           David Godwin, Council Member
Tom Hilliard, Council Member                    Brett Long, Council Member
Mike Schwab, Council Member 
 
COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to excuse Council Member Radich.  The vote: All yes.
 
VILLAGE OFFICIALS:
John Anthony, Solicitor                                  Michael L Miller, Village Administrator
Kris King, Village Clerk-Treasurer
 
MINUTES FROM THE NOVEMBER 6, 2023, REGULAR COUNCIL MEETING:
Mayor Chuck Hawk asked if there were any additions or deletions to the November 6, 2023 Council meeting minutes.
 
COUNCIL MEMBER GODWIN 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 SCHWAB and motion carried to accept the bills in the amount of $104,936.26.  Council Member Schwab noted that we paid $2,600 to Erie Valley Fire for 10 calls.  He asked if we were billing them if we handled one of their calls.  The answer was no, and VA Miller stated we need to draw up legislation to permit the Village to do so.  The vote on paying the bills: All yes. 
 
AUDIENCE:
Tim Dorkoff, Fire Chief Chris Colucy, and Police Chief Nathan Taylor
 
Tim Dorkoff, 172 Main Street SE, is a 37-year resident of Brewster.  He heard that there was going to be a vacancy on Council and he is interested in the position.  There was a discussion on advertising the position.  The position isn’t available until after the first of the year and the person doesn’t show up to be sworn in.
 
PRESENTATION OF GUESTS:  None
 
CONSIDERATION OF ORDINANCES:  Titles of each read by Solicitor John Anthony. 
ORDINANCE 58-2023:  A Resolution Creating a Village Policy to require all grants and/or grant requests to be approved and/or ratified by Council, be in the name of the Village of Brewster, and Administrated through (paid into) the Clerk-Treasurer’s Office was given third reading.
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to pass the legislation as presented.  The vote: All yes.  Council member Godwin asked if something was going to be sent out to the department heads so everyone is aware.  VA Miller stated that a memo needs to go out from the VA, Mayor, and Village Clerk.
 
Second Reading: An Ordinance Authorizing the Execution of a Fixed Volume Energy Supply with American Municipal Power (“AMP”) for 1MW of Power.
 
Second Reading: An Ordinance Amending Ordinance 07-2012, 76-2017, 02-2022 and 34-2022 Establishing the Village Fire Department Fee Schedule for Charges for Services as Established by Ohio Billing.
 
Second Reading: An Ordinance Amending Ordinance 77-2019 Pertaining to the Application of Village Water Rates and Charges and Ordinance 74-2019 Pertaining to the Application of Village Sewer Rates and Charges.
 
Second Reading: An Ordinance Authorizing the Execution of the 2023 Northern Power Pool Participant Schedule with American Municipal Power, Inc. (“AMP”).
 
First Reading: An Ordinance Approving an Agreement with the City of Massillon Law Department to Provide Prosecution Services in the Massillon Municipal Court and Other Related Services from January 1, 2024 through December 31, 2024.
 
First Reading: An Ordinance of Supplemental Appropriations and Amending Ordinances #23-2023 and Ordinance #53-2023 relating to  Appropriations and Providing for the Transfer of Funds within said Funds for the Fiscal Year ending December 31, 2023 and declaring an emergency.
 
First Reading: An Ordinance Transferring Funds from the General Fund to the Capital Projects Fund for 2023 and declaring an emergency.
 
First Reading: A Resolution Authorizing the Amendment and Appropriation of Additional Funds for 2023 and declaring an emergency.
 
First Reading: A Resolution Authorizing an Advance for the Police Training Fund from the General Fund and declaring an emergency.
 
First Reading: An Ordinance Authorizing the Village Administrator to Prepare Specifications and Advertise for Bids for the 2024 Paving Project Program.
 
 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. 
 
MUNICIPAL DEPARTMENT REPORTS:  
  1.       POLICE DEPARTMENT:   Chief Nathan Taylor
  •          There were 503 calls to service in October and 305 so far this month.
  •          The new back doors on the station have been installed and the new locking system will be installed later this week.
  •          The new booking area is complete and is being used.
  •          Work continues on the evidence room.
  •          The Chief is warning residents to watch their packages being delivered.  The reports of items being stolen off porches is starting up again.  Please call the Police immediately if your package is stolen.
  •          Car #4 was towed to Progressive when the fuel injector went out.  Most of the work was under warrantee.
  1.       FIRE DEPARTMENT:  Chief Chris Colucy
  •          Number of calls to date: 805. 
  •          The new ambulance is now in service.
  •          The UTV has been received.
  •          Squad 155 had to be towed when it stopped working.  We are going to get it repaired then put it on the auction site.
  •          Squad 156 is being repaired after it hit a deer on Route 30 returning from a call.  We were using a North Lawrence squad while ours is being looked at, but we had to return it as they had issues with their other squad.
  •          The Chief brought up call from last Thursday where a seven-year-old collapsed. The call came in at 5:11 pm, there was only one Medic on duty and it was 5:16 pm when the second person arrived at the station, they were on scene at 5:28 pm.  They called North Lawrence, Massillon, and Perry for assistance.  Perry responded to assist.  They arrived at the hospital at 5:39 pm.  One of the medics stated after this call that he will never work a shift alone again.  The Chief arrived at the hospital on another call that went out after that one and was met at the hospital by the coroner.  The Coroner was questioning who answered the call because there was an ambulance from North Lawrence, a Medic in a Brewster uniform, one in a Perry Uniform, and one in a Bolivar uniform.
  •          Council Member Schwab asked if we needed to discuss hard billing.  He asked if the additional income would enable the department to have more staffing and/or get someone fulltime.  The question would be whether doing this could cost the fire department the next income tax vote.  The money from the income tax is 92% from non-residents and businesses but it was such a close vote. 
  •          Council Member Godwin asked if we reduced our service area, would that help.  Chief Colucy didn’t agree with this.
  •          VA Miller stated the money was made available for weekends and holidays to have two people on staff and we still have times when no one is on station.
 
VILLAGE SOLICITOR: John Anthony
  1.     Escrow Account for Hillview: Hillview has approved and signed the agreement to put $1,250 into an escrow account for October and November and continue to deposit that amount on the 15th of each month.  Council approval is needed for the Mayor to sign the agreement and Clerk King can take care of the banking.
  2.     Solicitor Anthony would like Council to pay the Municipal Attorneys dues for 2024 in the amount of $350.  He has used this organization to obtain information he needed in the past.
  3.     Solicitor Anthony prepared an agreement with a resident for the cutting of a tree to use for our Christmas Tree lighting event.
 
COMMUNICATIONS: 
  1.        Council Member Hilliard reported that the Toy Cupboard served over 200 kids and sent two carloads of gifts over to the school.  They had enough volunteers, and everything went well.
 
VILLAGE ADMINISTRATOR: Mike Miller
The Council received the Village Administrator’s report last week to review. 
 
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 11/7/2023 through 11/20/2023:
 
OPWC Brewster Water Transmission Main Replacement Project. Installation of thewater line has been completed on:
  •          1st Street SW
  •          Wandle Court
  •          2nd Street from Wabash to Lincoln
  •          Lincoln from 2nd Street to the Water Treatment Facility entrance
  •          4th Street from the water plant entrance to Wabash
  •          Washington from 4th Street to 6th Street.
All residents and businesses on these sections of the water lines have been switched over to the new water lines.
 
Work has commenced installing the redundant line from the water department entrance to and into the pump house.
 
Ditch repair has commenced. Work began Monday October 23rd to dig out the water trenches on 1st Street SW, Wandle (alley behind Moose & Credit Union), and 2nd Street SW. Initially the plan was to begin filling in (paving) the trenches on Tuesday, but with the cold snap of 32 degrees on Monday night that got pushed back to Wednesday October 25th. The water ditch in Wabash at 4th Street and 4th Street from Wabash to McKinley has been completed, as well as Lincoln for 2nd to 4th.
 
We made a change that will speed up filling (paving) the ditches back in AND also increase the strength of the road that is put back in. Street Superintendent Rick Patterson and I discussed it, and the decision was made that the Village would eliminate the intermediate course and do 2 lifts of base and a single lift of 1 ¾ inches of top. This will get trenches completed quicker and will give us more strength. Eliminating the intermediate course takes the number of “passes” or lifts of asphalt from 4 down to 3, meaning the process can be completed quicker.
 
Cement repair to sidewalks and curbs has also commenced.
 
The first pay request/disbursal was received and processed through OPWC. A payment of $412,621.38 for Brewster Water Transmission Main Replacement for Village of Brewster has been submitted, with the Village’s match at this point being what has been expended on engineering and advertising bids.
 
OPWC Application – West Main Reconstruction Project. I attended the District 19 Integrating Committee Meeting on Thursday November 16th. The West Main Reconstruction Project did not receive funding at the District level, but it has been referred to OPWC Small Governments as the highest ranked District 19 Small Government proposed project. At the OPWC Small Government level the project will be rescored and compete with projects from the other 18 OPWC Districts for funding (up to 94 total projects including Tusc, as District 19 only referred 4 of the possible maximum 5).
 
To refresh everyone’s recollection, Council authorized submitting West Main Reconstruction Project as an OPWC Application. The Village received 4 points at the SCIP level for a partial loan request. The loan request, as I previously informed Council, is a 2-year loan at 0% interest. I will have to determine what effect the loan request combined with the grant request will have on Small Government scoring, as it counts towards local match when scored at the District 19 level. In February I expect that OPWC Small Government will reach out to have the Village to supply critical information pertaining to their cure process and for the Village to provide any additional information for their application/competition process.
 
Attached are the plans and the engineer’s estimate for the West Main Reconstruction Project. Engineer’s estimate for construction, including a 10% contingency, is $293,700. Village match out of Paving funds at that amount will be $149,940.
 
A quick recap of the West Main Reconstruction 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 eight-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.
 
The extension of drainage will be done by Village personnel later 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. We will have Thrasher place survey pins at either side of the extended catch basins on the south side of West Main so that the new catch basins will line up with the new curb and gutter.
 
As Council requested, all residents on the project were notified by letter, and there were no comments.
 
2024 Paving Program & OPWC Application for Tuscarawas. I attended the District 19 Integrating Committee Meeting on Thursday November 16th. The Tuscarawas Paving Project did not receive funding at the District level, but it has been referred to OPWC Small Governments as the second highest ranked District 19 Small Government proposed project. At the OPWC Small Government level the project will be rescored and compete with projects from the other 18 OPWC Districts for funding (up to 94 total projects including Tusc, as District 19 only referred 4 of the possible maximum 5).
 
Council authorized submitting Tuscarawas from Locustdale to Chestnut as an OPWC Application. As I informed Council, 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. The Village also received 4 points at the SCIP level for a partial loan request. The loan request, as I previously informed Council, is a 2-year loan at 0% interest. I will have to determine what effect the loan request combined with the grant request will have on Small Government scoring, as it counts towards local match when scored at the District 19 level. In February I expect that OPWC Small Government will reach out to have the Village to supply critical information pertaining to their cure process and for the Village to provide any additional information for their application/competition process.
 
Tuscarawas is still a part of the proposed 2024 Paving Program. The Paving Plans have been completed, that includes as an “alternate” Tuscarawas. The construction estimate for Tuscarawas was/is $99,972.25. The challenge is to have a 2024 Paving Program still go out to bid early to lock in lower prices yet maintain flexibility so that Tuscarawas is not awarded until after July 1st, 2024, at which time the Village HOPEFULLY enters an agreement with OPWC for Small Government funding. So, the process proposed and “approved” by OPWC is the following approach:
 
The Village of Brewster submitted an OPWC Application to District 19 this year which is strictly a mill and fill. As the project is being referred to OPWC Small Government program, even if successful that funding would NOT be available until after July 1st, 2024. IF the application receives OPWC funding, the Village will not be able to award a contract for the project until after the Project Agreement is signed.
 
However, our experience from past attempts to bid out any project that includes paving is that when it is bid out after July 1st we either get no bids or the bid prices are extremely high because contractors have already essentially filled out their schedule for crews for the summer, so they either don’t want the work or bid higher numbers knowing that to get to our work they have to pay overtime on their existing projects or ours, and they can’t alter their prices on projects they have already been awarded. We have addressed that by bidding out very early each year to get the best prices. Tusc is part of the list that will be bid out. So, while Tusc is part of the 2024 Paving Program, the Village obviously CANNOT award a contract for it in its annual paving program before the Project Agreement is signed (if we get funding), sometime after July 1st, 2024.
 
The solution that would preserve the Village’s ability to lock in a lower cost by bidding early in the year yet preserve our ability to accept OPWC Funding (IF we are fortunate enough to receive it) is to include Tusc in the bid documents as an “alternate”. If we do not receive OPWC Funding, the Village can simply award a contract for the base bid (rest of streets on the paving list) and the “alternate” (Tusc, which we have applied for OPWC Funding) at any point after bid opening. IF the Village is fortunate enough to receive OPWC Funding, then the Village could award a contract for the base bid (rest of streets) after bid opening at any point, but delay awarding a contract for the “alternate” (Tusc – which we have applied for OPWC Funding) until after the Project Agreement is signed.
 
Again, OPWC has approved that approach. To execute that approach, the Village will be stating when it bids out the 2024 Paving Program is that in the end the Village is going to award the “alternate 1” Tuscarawas along with the “Base” streets either way – with Village funding only or combined Village and OPWC Funding. That will be communicated to the potential bidders up front, so we get the best prices. That approach is outlined on Page 6 of the Bid Specifications, which states:
 
PROJECT SCHEDULE:
Contractor shall be aware of the following schedule, subject to the conditions listed below:
  •          The Village of Brewster intends to award Alternate 1 in addition to the Base Bid streets. However, the timing of that award may be at a later date than the base bid award because the Village has applied for OPWC Funding. IF the Village receives OPWC Funding for Alternate 1, then the award date and overall commencement date will be after July 1, 2024 and completion date will be moved to September 15th, 2024. If the Village does NOT receive OPWC Funding, the award for Alternate 1 will be sooner, likely no later than May 15th, 2024, and the commencement and completion dates will be as set forth in the Specifications.
  •          February 1st, 2024 Bid Opening Date
  •          August 15th, 2024 Project Completion Date (If do not receive OPWC funding)
  •          September 15th, 2024 Project Completion Date (If receive OPWC funding)
 
A LOT different than our normal process, but I believe puts the Village in the best position to get good prices/bids while maintaining our ability to accept OPWC Grant Funding for Tuscarawas.
 
We have completed the ADA Ramps in advance of the 2024 Paving Program.
 
I am supplying legislation to authorize advertising for bids for the 2024 Paving Program. I am requesting it be passed on an emergency basis at the third reading.
 
Well Maintenance – Well #5. The cleaning and repairs to Well #5 have been completed. The initial “base” price to perform well maintenance on Well #5 was $17,650. We also at the time got prices for various items to be repaired or replaced that based on past experience have needed repaired or replaced. At this time, we have received an update/clarification on what needs repaired/replaced based on actual observation. The repairs/replacements cost totals $10,646. The total cost of base price plus the repair/replacement cost is $28,296, slightly over our $28,000 estimate in June, but less than the maintenance cost incurred for Well #4 in 2019.
 
Hillview Mobile Home Park Sanitary 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 & Village Agreement for Reimbursement. Law Director Anthony has addressed Council on this piece of the overall “puzzle.”
 
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 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.
 
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 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 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.
 
New Electric Building – Back-up Generator. The generator that used to be at Village Hall/Fire Department has been inspected. The inspection indicated 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 should begin shortly as the cement pad for the generator has been installed.
 
 
Electric – AMP Northern Pool. The Village’s municipal electric system is interconnected to the FirstEnergy transmission system, which is operated by PJM. PJM controls the regional generation and transmission grid ranging from Illinois to New Jersey. To take advantage of economies of scale for power scheduling, forecasting and short-term energy supply in PJM, AMP has aggregated its forty-three (43) members connected to the FirstEnergy transmission system into the Northern Power Pool. The Village of Brewster is therefore a member of AMP’s Northern Power Pool.
The Northern Power Pool Agreement provides the rules and methodologies for allocating among the Pool Participants, the charges and credits incurred by AMP for energy supply and transmission and generation delivery services. The Northern Power Pool Agreement was last updated in 2011. During the past year it has become apparent that there are new charges and credits associated with the PJM settlement process that were not contemplated in the 2011 Agreement. Additionally, AMP has found a need to update the assignment of other charges/credits to match the methods in which AMP is invoiced. This updated Northern Power Pool Agreement brings the contract up to date to formalize the way that the members are operating and invoiced for power supply and delivery costs. It has been represented that there will be no change in pricing from the proposed updated pool agreement.
This updated Northern Power Pool Agreement brings the contract up to date to formalize the way that the members are operating and invoiced for power supply and delivery costs. The new agreement:
  •        Establishes bandwidth on Energy Pool Power Cost Adjustment
  •        Creates calculation of PJM inadvertent charges and moves from Energy Pool to Transmission Ancillary Services Pool.
  •        Updates to memorialize allocation of new PJM charges not contemplated in original Pool agreements.
  •        Update methodology split of AMP Dispatch Center charges.
Language that is proposed to be added is that Pool Participants agree to:
  1.        Comply with Good Utility Practice, Applicable Technical Standards, PJM Governing Documents and Applicable Laws in performing its respective obligations and responsibilities under this Schedule.
  2.        Comply with Applicable Technical Standards -- Interconnection of Pool Participant to Transmission Facilities; the PJM Governing Documents; and the standards, requirements and guidelines of NERC and each applicable NERC Regional Entity.
  3.        Cooperate and inform the other of any changes to its respective facilities or needs that might reasonably be expected to affect the products or services provided hereunder.
 
The new agreement/ordinance will require an individual authorized to sign the agreement. The previous Ordinance passed in 2011 authorized signature by the Administrator.
The new agreement/ordinance will require designating an authorized representative for voting on Pool matters, including but not limited to short term energy purchases, minor updates to Pool billing in the event of new charges, and additions of new members. Currently, the Village has designated the Mayor or his designee to vote on issues related to AMP.
AMP will have online seminar presentations for each existing Pool and groups of new Pools in September-October, which I intend to view. Amp will then hold a Pool webinar in November to discuss power purchase plan for 2024.
The legislation will need to be passed on an emergency basis because AMP’s target of having the new agreement in place by year end 2023, and there are only three (3) meetings between now and the end of the year.
Electric – Potential Power Supply Shortfall in 2025 & 2026. I have forwarded power supply projections for 2024, 2025, 2026, 2027, and 2028, prepared by Vice President of Power Supply Planning for AMP Mike Migliore, that are BASED ON A NEW ASSUMPTION that the Brewster Cheese’s Cogeneration Project does not come online in 2024 as originally projected. The reason that Brewster Cheese’s Cogeneration might not come online in 2024 as originally projected, but delayed, has nothing to do with Brewster Cheese. It is a result of the fact that Columbia Gas needs to increase the supply of natural gas. Columbia Gas’s first Alternate is to add a second gas line through the levee on 7th Street. Their Second Alternative, at about twice the cost, and more importantly for the Village 11 to 14 months longer is to construct a new supply line from the north. Their Third Alternative at about four times the cost and more importantly for the Village 11 to 14 months longer, is to come from the south. In simple terms the position of the US Army Corps of Engineers is that since there are alternates that do not go through the levee, then Columbia Gas cannot increase the size of the line that currently goes through the levee. Columbia Gas is still looking at approaches that would keep the Brewster Cheese’s Cogeneration Project on time, but in my opinion, we need to plan for the “worst”.
 
While the cost factor is important to Columbia Gas and Brewster Cheese, the time extension is the most important factor for the Village. After January 1, 2025 the cost for a significant portion of the Village’s power goes from $34.14 to market price. Market price is currently in the high $40s/MW to $60s/MW. Also, if the Brewster Cheese Cogeneration Project came online before Summer of 2024, it would reduce the Village’s electric transmission costs (based on 1CP and 5CPs) in 2025. Pushing the Project past summer of 2024 not only puts Village in a position that it must come up with additional 1MW to 2MW of power until Brewster Cheese Cogeneration Project comes online, but also fails to obtain the benefit to the Village of its electric transmission costs in 2025 and 2026 being reduced, which also goes to the Village’s bottom line.
 
To determine what the potential affect will be should the Brewster Cheese Cogeneration Project be pushed back, I have been discussing what the affects might be with both Courtney and Associates as well as AMP.
 
One of the potential actions (ordinances that may need passed in the near future) is authorizing purchasing a 1MW or even 2MW block of power for 2025 and maybe 2026. A second potential action (ordinances that may need to be passed in the near future) is authorizing moving forward with the proposed Blue Creek Wind Project we have recently discussed and indicated interest in, which would cover a potential shortfall.
 
To address the potential shortfall Legislation has been prepared to coordinate with AMP to purchase 1MW of power with a term beginning on January 1, 2025 and ending no later than December 31, 2026.
 
Electric – AMPT Second (Redundant) Transmission Feed to Substation. The AMPT second transmission line/feed to Brewster’s Substation is moving forward. The contract for engineering Brewster’s transmission line was signed November 7th.A kick-off meeting for the second transmission line/feed to Brewster’s Substation was held on Monday November 13th via Teams. Meeting lasted 1 hour and 40 minutes. There were 28 individuals in meeting by my count. Productive. Some highlights:
  •          Have a preferred route option.
  •          Some items have long delivery times – example 70 weeks for enclosure
  •          Tentative September 2024 AEP start date for their substation.
  •          Surveying underway.
  •          Volunteered our Community Room for public input meetings and meetings with property owners along route.
 
It was stated in the AMPT Participants Meeting this week that Brewster’s is one of the two largest transmission projects for AMPT. I will keep you all informed.
 
Stark County Metropolitan Sewer District – Sanitary Sewer Extension to Justice and Harmon. It looks like the Stark County Metropolitan Sewer District is getting closer to being able to bid the sanitary sewer extension to Justice and Harmon. They are hoping to bid it out after the first of the year.
To refresh everyone’s memory, in addition to the agreement to allow the Sewer District to attach to Brewster’s sanitary system, the Sewer District agreed to design a loop of the Village’s water line from in front of 857 7th Street east down 7th and then south on Route 62 to the hydrant at the bus garage to reinforce our system and to provide better flow.
The plans are completed, and the Sewer District is soliciting comments. The Water Department and Wastewater Department both reviewed the plans on Thursday November 9yth. We had no changes to sanitary sewer portion. On the water line the only change we had was hydrants - from a 4 ½ inch main hose connection to a 5-inch Storz hose main hose connection.
I am awaiting the estimate for the Village’s portion of the project.
 
After Hours Dispatching for the Service/Utilities Departments. The Village continues with the process of implementing an improved after-hours dispatching service.
 
Leaf Pick-Up. The Village began picking up leaves on Monday October 23rd. It is anticipated that leaf pick-up will continue until at least the week after Thanksgiving, weather permitting.
 
Fiber Extension to Village Hall and the Fire Department. Fiber has been extended to Brewster Village Hall and Fire Department. We will now transition to the new fiber, allowing Village Hall and the Fire Department to get internet through the Police Department connection.
 
As background Sifert (our computer consultant) recommended an extension of our fiber network to Village Hall and the Fire Department from the existing fiber installed on Cleveland Ave that connects the Police Department (hub) to the Electric Facility. It allows Siefert to better integrate the Village systems for better safety. This small extension will also serve in the future as a part of the fiber ring, so it is being built using 96ct fiber that we have already purchased. The cost is $7,840.93.
Storm Drainage Projects. The current list of storm sewer projects in their priority order, with updates on their status:
  1.        Catch basin extensions on West Main
  2.        Dartmouth/Amherst relief line. Easement has been signed. Need surveyor to set pins. Work to start when it can be scheduled and weather permits.
  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.
 
Efficiency Smart – Rebate. The Village recently received a rebate check in the amount of $450 for energy-saving improvements consisting of switching street lighting to LED. The Village now has only 12 streetlights remaining to convert to LED.
 
Efficiency Smart – Black Friday Event. Efficiency Smart will be offering the following Black Friday deals through their Online Savings Store:
  •          Up to $170 off a smart thermostat from November 6- December 27
  •          Up to $100 off an air purifier from November 6- December 5
  •          Up to $45 off a dehumidifier from November 6- December 5
Efficiency Smart will share information about the Black Friday specials on social media channels when the deals go live on November 6. The following is a direct link to the store:
Efficiency Smart – Trivia Tuesday - Once again, Efficiency Smart is going to run “Trivia Tuesdays” on their Facebook page this November. Historically, this contest has created a lot of engagement from residents, and they are excited for this year’s version. Each Tuesday in November, they will post a new trivia question on their Facebook page. Those who answer correctly will be entered into a drawing to win a free energy efficiency kit. Efficiency Smart will randomly select one winner each week, so residents can participate each week for more chances to win.
Council Member Schwab asked if the Electric backup generator project was complete.  VA Miller stated they are close to completing it.  The fencing is going up in the next couple of weeks also.
Council Member Hilliard stated that he read the email the VA sent out stating the Justus/Harmon sewer project was moving forward.  He also wanted to make sure the electric feed doesn’t have poles going by his house.
Council Member Schwab brought up the power supply costs.  The market currently runs $30-$60MW.  VA Miller stated it may be higher than that.  He also stated natural gas prices are expected to go down.  Council Member Schwab was concerned that we may be short 1 to 2 MW and have to fill the shortfall with $50-$60 per MW.  VA Miller discussed that in the spring 1CP and 5CP are looking like they are going down along with the transmission and capacity charges.  AMP applied for a grant that involves the Village which would allow for 2.9 MW of wind power that would bring rates in the high 40’s down into the 30’s.  VA Miller wants to keep the rates cheap as long as we can.  There are no remainder contracts out there.  Council Member Schwab is concerned with the Co-Generation at the Dairy and if something doesn’t work out and they require more power and the Village has to go out on the market that not just the Dairy will pay more but also the residents and other businesses.  The discussion went on a comparison of prices with First Energy.  Brewster residents pay less than First Energy customers.
VILLAGE MAYOR: Charles Hawk
  1.        The Mayor received a request for a donation for the Salvation Army.  There was a discussion on how many donation requests are being received.
  2.        The Mayor is recommending the appointment of Michael Edwards as an EMT for shifts.
  3.        Council Member Hilliard stated that the Village needs to consider reducing the service area of the Fire Department.  He stated we need to do something to protect our residents.  He also stated that up north these positions are paying in the six figures and we are not going to get people to work down here at our rates.  We have approved more hours and we are still not getting the shifts filled.  Council Member Hilliard stated he didn’t feel the outside contracts are worth it.  They don’t even cover one person’s wage.  He thinks the Mayor should meet with the Townships because it is not fair to Brewster.
 
VILLAGE CLERK-TREASURER:  Kris King
1.       I would like to thank everyone for their patience and assistance while I was out with Covid. 
  1.        I received the agreement from Massillon Law Department to provide prosecution services in Massillon Municipal Court for 2024 along with other legal services.  I have drafted an ordinance for Council to review.  First reading was given this evening in order to pass under emergency before the first of the year. 
  2.        You may have noticed a resolution for an Advance from the General Fund.  We have grant money coming for wages paid out of the Police Training Fund.  We recently learned that the reimbursement for these wages will not be coming in until after the 1st of the year.  We cannot have any funds in the negative at year-end.  Along with the reimbursement will be our grant for 2024 so this should prevent this from happening in the future.
  3.        I have prepared year-end ordinances and resolutions for Council’s review.  These also contain emergency clauses at third reading.  It’s looking like we will be able to have a General Fund transfer.  At this point I am estimating around $60,000.
  4.        As of 10-31-2023, we are just under last year’s income tax collections, which means we are right on track, and we are over double last year’s interest income.
  5.        We received $450.00 from Efficiency Smart for replacing some street lights with LED lights.
  6.        I received the Escrow Agreement signed by Hillview representatives.  I am working with the bank to get the account set up.  We are waiting for Council’s approval and authority to given for the Village to enter into the agreement.
  7.        I will be processing our third submittal to OPWC for the Water Transmission Main Project later this week.  This payment will be $ 404,999.70.  68.2% of the work has been completed.  As the Village takes receipt of the grant and loan, the Water Fund will be returning to a normal balance.  That also goes for the Capital Construction Projects Fund.
  8.        January 1st falls on a Monday.  Are we moving the first meeting of the year to Tuesday, January 2, 2024?
  9.    The Clerk was asked about the cost of the squad being repaired.  The Village has a $250 deductible.
  10.    The Clerk was asked about the cost of the insurance on the Fire Department’s UTV.  It is $183/year.
 
VILLAGE SPEAKS (Communications received by Council Members from Village Residents):
 
COMMITTEES or COUNCIL REPORTS: The Goal of any committee meeting is to discuss an issue or proposal and to provide, by consensus of the committee members, ONE recommendation to Council.
 
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 SCHWAB MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to approve the recommendation of the Mayor to appoint Michael Edwards as an EMT to work shifts pending a background check, physical, and drug screen.  The vote: All yes.
 
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carried to pay $350 to the Municipal Attorneys Association for 2024.  The vote: All yes.
 
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to approve the Escrow Agreement with the owners of Hillview.  The vote: All yes.
 
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carried to amend the Fire Department Fee Schedule legislation to include charging for mutual aid for departments that charge for our calls.  The vote: All yes.
 
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to create legislation expressing the intent of Brewster Village Council to sell unneeded, obsolete, or unfit municipal property on the internet for 2024.  The vote: All yes.
 
Council Member Schwab stated a past Village Council approved legislation that stated Council must approve the sale of any Village property with a value of $1,000 or more before it is sold.
 
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to approve the sale of the Police Department’s Mazda CX7 “As Is” or for junk value, as deemed appropriate, by the end of 2023.  The vote: All yes.
 
Council Member Godwin would like something sent to Fritz Lehman for the loss of his wife.
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to move the January 1st, 2024 Council meeting to Tuesday, January 2nd, 2024.  The vote: All yes.

AUDIENCE COMMENTS:
 
COUNCIL FOX MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to adjourn the meeting at 8:06 p.m.  The vote: All yes.
 
Respectfully submitted,
Kris King, Clerk-Treasurer
Charles Hawk, Mayor