January 17, 2023 - Meeting Minutes

MINUTES
BREWSTER VILLAGE COUNCIL
January 17, 2023
7:00 P.M.
 
Brewster Village Council met in regular session with Mayor Chuck Hawk presiding.
 
The meeting took place in the Brewster Community Room.
 
Council Members bowed their heads for the invocation provided by Clerk-Treasurer Kris King, followed by the Pledge of Allegiance to the flag.
 
MEMBERS PRESENT:
Charles Hawk, Mayor
Dale Fox, Council Member                         David Godwin, Council Member
Tom Hilliard, Council Member                    Brett Long, Council Member                      
Sydney Radich, Council Member               Mike Schwab, Council Member
 
VILLAGE OFFICIALS:
John Anthony, Solicitor                                  Michael L Miller, Village Administrator
Kris King, Clerk-Treasurer
 
MINUTES FROM THE JANUARY 3, 2023 REGULAR COUNCIL MEETING:
Mayor Chuck Hawk asked if there were any additions or deletions to the January 3, 2023 Council meeting minutes. There were no additions or changes.
 
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve the minutes as presented. The vote: All yes.
 
PRESENTATION OF BILLS:
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to accept the bills in the amount of $73,343.24. The vote: All yes.
 
AUDIENCE:
Police Chief Nathan Taylor, Fire Chief Chris Colucy, Nancy Hawk and Ray Heitger.
 
PRESENTATION OF GUESTS:
There were no guests.
 
CONSIDERATION OF ORDINANCES: Titles of each read by Solicitor John Anthony.
ORDINANCE 11-2023: An ordinance authorizing the sale of renewable energy credits in 2023, 2024, and 2025 that are received from the Village of Brewster’s portion of the Ohio Municipal Electric Generation Agency Joint Venture at the Belleville Hydroelectric Plant (Omega JV5) and declaring an emergency on the 3rd reading.
 
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve the legislation as presented.  The vote: All yes.
 
THIRD READING: AMPCT extended Contract for 10-year contract.  VA Miller stated this could be tabled because AMP has received enough votes to carry this out. 
 
COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to table the ordinance indefinitely.  The vote: All yes.
 
SECOND 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 design/planning loan agreement for An Ohio EPA Water Pollution Control Loan Fund (WPCLF) loan for the lining and the rehabilitation/installation of two (2) manholes in the sanitary sewer line that runs between 5th and Jefferson and 4th street and declaring an emergency.
 
SECOND 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
design/planning 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.
 
SECOND 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 Design/Planning 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.
 
SECOND READING: An Ordinance authorizing a two-year contract with Sugarcreek Township for fire and ambulance service by the Brewster Volunteer Fire Department and declaring an emergency after we receive the contract.
 
ORDINANCE 12-2023: An ordinance authorizing a three-year contract with Tuscarawas Township for fire protection and ambulance and rescue services to be provided by the Brewster Fire Department and declaring an emergency. 
 
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to suspend the rule requiring three separate readings and bring the legislation forward for passage.  The vote: All yes.
 
SECOND READING: A resolution expressing support for the Boy Scouts and their efforts to better our environment by helping residents with their recycling needs.
 
RESOLUTION 13-2023: A Resolution of Intent Declaring the Official Intent and Reasonable Expectation of the Village of Brewster on Behalf of the State Of Ohio (The Borrower) to Reimburse Its Water Fund for the Tuscarawas/Locustdale/Pinewood Water Line Replacement Project, CT82Z/ CT83Z with the Proceeds of Tax-Exempt Debt of the State of Ohio and declaring an emergency.
 
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to suspend the rule requiring three separate readings and bring the legislation forward for passage.  The vote: All yes.
 
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve the legislation as presented.
 
FIRST READING: A Resolution Acting on the Recommendation by the Stark County Tax Incentive Review Council (TIRC) Regarding the CRA Commercial Tax Incentive (Agreement) with Brewster Cheese.

RESOLUTION 14-2023: A Resolution of Appreciation for Joyce Cunningham.
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve the legislation as presented.  The vote: All yes.
 
FIRST READING: An Ordinance Authorizing an Agreement with the City of Massillon Providing for the Transportation of Prisoners and Related Services for 2023 and declaring an emergency.
COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to suspend the rule requirement of three separate reading and bring the legislation forward for passage.  The vote: All yes.
 
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to pass the legislation as presented.  The vote: All yes.
 
TABLED AT THIRD READING:
  1. An Ordinance Awarding a Contract for the Park Drive Phase 1 Project and declaring an emergency.
  2. An Ordinance Awarding a Contract for a Building to House its Digger/Derrick Truck and the Rest/Entirety of the Electric Department and declaring an emergency.
 
MUNICIPAL DEPARTMENT REPORTS:
A. POLICE DEPARTMENT: Chief Nathan Taylor
  1. January calls to date: 334.
  2. The first cruiser is scheduled to be back next week.
B. FIRE DEPARTMENT: Chief Chris Colucy
  1. YTD calls = 33.
  2. The Chief received an email announcing the balance of the grant for the turnout gear is coming in the amount of $ 29,613.46.
  3. Tuscarawas Township plans to put a second levy on the ballot it in May.
  4. The department is in need of six new helmets to replace expired helmets.  The total cost is $2,232.00.
  5. The department is looking at borrowing an ambulance from Bolivar, #155 is not planned to be put back in service.
  6. The increase in the cost of the new squad was discussed.  The increase is $21,411.  We have been notified that the squad will not be arriving until summer.  They haven’t even started on the chassis yet.  VA Miller spoke about some of the changes, the VA and Solicitor don’t feel comfortable giving an opinion at this point.  Council Member Hilliard asked if this was the only place that sells squads.  VA Miller stated that the salesman for Lifeline also sells Braun.  He feels the Village may be being played. 
 
VILLAGE SOLICITOR: John Anthony
  1. Solicitor Anthony went back to the price increase of the new ambulance.  He has seen increases like this in other communities.  The companies selling these types of products are pretty good at protecting themselves.  They put language in the contracts that give them some leeway.  If this is not the case, then this is a breach of contract, and the Village could go elsewhere.
  2. Solicitor Anthony has been talking to Mike Thompson with the Hillview Trailer Park concerning the pump station and sewer installation.  The project will be about $250k plus the design portion.  There should be partial loan forgiveness for the loan and possible grants.  This project is advantageous to both parties.  VA Miller stated that RCAP sent out the loan application last week.  One item the VA noticed in reading through the information was that the Village must follow Federal Guidelines that require the Village to have the area surveyed, appraised, and make an offer for the easement.  The trailer park can then donate the property to the Village.  RCAP is checking with the EPA to see if these costs can be part of the design grant.
 
COMMUNICATIONS:
  1. A letter was received from Pfund Superior Sales stating the new ambulance price was going from $255,132.00 to $276,534.00.  An increase of $ 21,411 from the original Sales/Purchase Agreement. 
  2. Council Member Hilliard stated the Historical Society is having a membership drive and recommended Council Members to stop in.  He also stated that he has spoken to an interested party that would like to have a farmers’ market since Belloni’s has closed.
 
VILLAGE ADMINISTRATOR: Mike Miller
Council received the Village Administrator’s report last week to review. Administrator’s report for period 1/4/2023-1/17/2023:
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to accept the VA’s report as written and emailed to Council and to enter it into the record of tonight’s meeting. The vote: All yes.
 
Additions to the original email:
Bids were opened for the Park Drive Phase 1 Project.  VA Miller will have a recommendation for next meeting.  With the bid amounts the Village will have three options:
  • Award Park Drive Phase 1 Project based on the base bid PLUS Alternate #1 to NorthStar Asphalt in the amount of $319,318.
  • Rebid for the third time.
  • Throw in the towel and give the $140,584 OPWC Grant back. However, that will most likely severely impair the Village’s ability to get OPWC Grants and/or Loans in the future. The Village has been awarded $2,777,433 in OPWC Grants and Loans in the past 6 years. So, this in my opinion is not a real option.
The Paving Project is out for bid.  The base bid will be okay.  Mill/fill on Main Street would be an additional $90k.  May be able to get OPWC in the next round of LTAP.  He suggested a committee meeting to discuss further.
The Electric Building bids came in with three bidders under the engineers estimate.  The low bidder may be disqualified for missing information.  The next lowest bidder is RBS Construction at $964k.
We have had Wabash from the railroad entrance to Chestnut Street OUPS’d in preparation of installing decorative lighting.
Council Member Godwin discussed scheduling a meeting for February 6th.
Administrator’s report for period 1/4/2023 through 1/17/2023:
OPWC Park Drive Phase 1. The Park Drive Phase 1 Project has been put out to bid:
  • Advertising December 15th, December 22nd, and December 29th, 2022.
  • Open bids January 17th, 2023 at 2:30 pm
 
The updated estimates are:
  • The base bid is $253,930.70 with a 10% contingency, taking it to $279,323.77.
  • An alternate is for concrete instead of asphalt SRTS Path, with a subtotal of $41,535.97 and a 10% contingency, taking the alternate to $45,689.57 – that would bring total overall for base and alternate estimate to $325,013.34.
Once bids are opened and reviewed, I will update the information and have a recommendation for Council.
2023 Paving Program. The 2023 Brewster Paving Program is out to bid. It is being advertised in the Canton Repository on:
  • January 17th, and
  • January 24th, and
  • January 31st
Bids are scheduled to be opened on February 14th.
As we discussed, there is the base bid that includes:
  • Jackson NE                                          from Barber to Superior
  • Jackson NE                                          from Superior to Huron
  • Superior NE                                        from Wabash to Mohican
  • Tuscarawas NW                                from Harmon to North Terminus
The estimate for the base bid is $176,518.50
Alternates #1 and #2 are both for West Main from Lincoln to McKinley. Alternate #1 involves just milling and filling. Alternate #1 estimate is $89,746.50. Alternate #2 involves narrowing West Main from 44 feet to 36 feet and would include additional tear out and new curb on the south side. The estimate for Alternate #2 is $179,056.
Finally, Alternate #3 is to add 1st Street SW from Grant to Lincoln. That estimate is $50,624.50.
Bidding the 2023 Paving Program out in this fashion allows Council to make determinations AFTER we get ACTUAL costs – not projected based on the Park Drive bids and the 2023 Paving Bids. Council can choose just the Base plus Alternate 1 OR Alternate 2 AND/OR Alternate 3.
A lot of variables are in play. We open Park Drive Phase 1 bids January 17th. That bid will determine how much is still available for paving. In addition, we do not know what the prices will be in the volatile market we have been experiencing, so the estimates could be too high, too low, or maybe right on. What I can say is that Quicksall estimates the difference in West Main from “mill and fill” to inclusion of narrowing very differently from Thrasher. Thrasher had an increase of about $39,000. Quicksall has it at $90,000. The bids will tell who is closer, but at $90,000 the savings down the road of paving less would not justify the additional expenditure.
One thought is that even at the lower $89,746.50 for Alternate #1, we may not be able to fit West Main into this year’s budget. If so, we may want to look at having West Main be Brewster’s OPWC Project we submit for the 2023 round.
As a reminder, some lower rated streets that might have been on the paving list are slated to have construction on them because of current or future water line replacement projects. It would make no sense to pave a street only to have a trench settle after or a year (or two) later come back and dig up a trench for water line replacement.
OPWC Tuscarawas/Locustdale/Pinewood Water Line Replacement Project.Dirt Dawg Excavating has completed installation of the water lines on Tuscarawas, Locustdale, and Pinewood. The line has been pressurized and sampled. They have completed switching over services from the old lines to the new lines. Once the weather improves in the Spring the trenches will be restored in a more permanent manner.
The initial payment request from Dirt Dawg for $225,890 has been submitted and is being processed. Some things of note are:
  • Includes an ARPA Payment from Brewster to Dirt Dawg of $9,239.59 (exhausts all remaining ARPA Funds).
  • There is an OPWC Payment of $125,182.73 split between a Brewster reimbursement of $9,684.96 and direct payment to Dirt Dawg of $115,497.77.
  • There is a $101,152.64 OWDA Loan drawdown/payment to Dirt Dawg.
There may be an additional bill or two from Quicksall for Construction Administration to add. Also, because the project came in well below the estimate, the Village will not be able use all of the OPWC Loan that was approved because of the percentage limitation/cap of 49% of the total project cost.
As it stands, the loan payments will total approximately $11,519 per year ($2,250 OPWC Loan with 0% interest and $9269 OWDA Loan with 3.3% interest +/-).
AMP Sale of RECs for JV5 for 2023 – 2025. AMP is proposing sale of the Village’s portion of Renewable Energy Credits (RECs) from JV5.
  • A Renewable Energy Certificate (REC) is a market-based instrument or a tradable, non-tangible energy commodity that certifies that 1 megawatt-hour (MWh) of electricity was generated from an eligible renewable energy resource.
  •  JV5 is a 42-megawatts 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. Brewster owns 0.79 % of JV5.
The Village meets a portion of our energy needs through rights to power generated by renewable resources such as JV5. As part of the Village’s efforts to control power costs, AMP has in the past sold the renewable energy certificates (RECs) associated with our community’s share of the power produced by eligible renewable generation resources, such as JV5. Once the RECs are sold, that energy is not considered to be “renewable.”  For 2022, over 25% of the total energy used by our Village was produced by renewable resources that include JV5, Amp Solar Phase II, Amp Hydro, and NYPA Hydro. However, in 2022 we sold those RECs and received revenues to reduce/stabilize our electric rates. Since we sell our RECs, we cannot represent that we have renewable energy resources.
I have provided a proposed ordinance to authorize the sale of Brewster’s portion of Renewable Energy Credits (RECs) from JV5 for 2023, 2024, and 2025. It has an emergency clause, but Council still can give it three (3) readings, pass it on the third reading in January as an emergency, and still meet AMP’s January 31, 2023 deadline.
Solar Panel/Power Permitting Process. In early 2016, the Village enacted legislation regarding Solar Energy Systems. However, the Village did not create a permitting and inspection process concurrent with that ordinance.
We have since formally adopted a rate for net energy metering (value for energy “sold” back to the Village) and have the ability to bill accordingly with the AMI System.
That was an issue subsequently when a resident began mounting solar panels to their roof. We were able to get the Stark County Building Department to inspect for safety, and we muddled through the “permitting”, but there needs to be a formal permitting process. In the absence of a cogent process and/or permitting procedure, other nearby Political Subdivisions processes were reviewed, but most are very complicated and multiple pages long, which is not ideal in my opinion. The process should be simple to explain and to complete.
Therefore, I reached out to GPD to address the task of creating a simple process/form(s) to comply with our existing ordinance. I have attached their proposal to develop guidelines and an application process to allow customers to interconnect with and generate (solar power only at this time) on the Brewster Electric System. The proposed cost has been negotiated down to a not-to-exceed basis fee of $8,400. If we move forward, I will attempt to make sure the process does not devolve down to the sub-atomic level but stays simple and straightforward.
I am seeking feedback from Council. I plan to have GPD proceed with creating the permitting process and form(s) in accordance with the legislation Council enacted.
Electric Building. The proposed Electric Building has been out for bids. It was advertised:
  • First advertisement November 23rd
  • Second advertisement November 30th
  • Third advertisement December 7th

Bid Opening was January 17th at 1:00 pm
The revised estimate is $1,013,000. The revised estimate included a 5% “contingency” for each item. The reasoning for that is that we saw we got no serious bids when the estimate was “low-balled.” We get much better response and more competitive bidding when we are more realistic and slightly higher. Estimating this way was done to get us multiple bidders and get bids below the estimate, similar to what was done on the Tuscarawas Water Line Project.
Once bids are reviewed, I will update the information and have a recommendation for Council. As I conveyed at the November 7th Meeting, Courtney and Associates have indicated that the Electric Fund can “afford” the project based on the revised estimate without any changes to the existing rates. I plan to run it by them again. They are in the process of reviewing the Electric Budget/Rates, so they should have a more precise view.
I expect to have a recommendation for Council at the February 6th Council Meeting, so I would request that Council schedule a joint Finance and Public Utilities Committee Meeting prior to the regular meeting to go over the project again in detail.
Hillview Mobile Home Park Sanitary Sewer “Project” – WPCLF Loan(s). The Village’s WPCLF loan applications for the construction of a pump station (as well as a force main, and manhole to connect Hillview Mobile Home Park to the Village of Brewster’s sanitary sewer system) has been TENTATIVELY approved for a design/planning loan and a construction loan. I spoke with Matt Kline of RCAP to determine just what the preliminary list means regarding Hillview. Here is what I have:
  • The list still needs final approval after a public hearing/public input. Rarely is anything on the list changed.
  • Final approval is in January 2023.
  • Hillview MHP approved for up to $41,000 for planning/design with principle forgiveness.
  • Principle forgiveness means essentially the loan will become a grant.
  • Hillview MHP approved for construction for up to $255,000. NO principle forgiveness at this time.
  • We would have the option to move forward with the Hillview MHP construction approved loan or resubmit in 2023 again for same project hoping we could get principle forgiveness the second time around.
  • With the $200,000 fine/contempt over Hillview, I believe the better option would be to take what is in hand and move forward with bidding/construction in 2023 instead of waiting. Waiting may result in losing what has already been awarded in the new round of applications.
  • RCAP is preparing the planning/design loan application for Hillview.
  • Before it is submitted, we should have the agreement between Hillview and the Village in place.

To make sure we are timely in authorizing legislation, I have prepared legislation for first reading for Tuesday January 3rd that:
  • Authorizes the Village Administrator to employ the services of the Rural Community Assistance Partnership (RCAP) to prepare submit a loan application to the Ohio EPA Water Pollution Control Fund (WPCLF) to finance costs of the design/planning of said the Hillview Mobile Home Park Sanitary Sewer Project.
  • Authorizes the Village Administrator to accept grant funds from an Ohio EPA Water Pollution Control Fund (WPCLF) Loan to finance costs of the design/planning of said the Hillview Mobile Home Park Sanitary Sewer Project.
  • The Village Administrator and Village Clerk-Treasurer are authorized and directed to execute and take all measures required to accept an Ohio EPA Water Pollution Control Fund (WPCLF) Loan to finance costs of the design/planning of said the Hillview Mobile Home Park Sanitary Sewer Project.
 
Obviously passage of the legislation should not occur until final approval by Ohio EPA and having an agreement between Hillview and the Village in place.
Brewster Sanitary Manholes Project – WPCLF Loan(s).The Village’s WPCLF loan applications for the construction of two (2) manholes on the sanitary line that runs from McKinley to the levee has been TENTATIVELY approved for a design/planning loan and a construction loan. TENTATIVE approval is for:

Manhole Project Rt 93

 

Principle Forgiveness

Net Payment

Design/Planning Loan Amount

$30,000

 

 

Design/Planning Loan Percent

0%

 

 

Design/Planning Loan Term

5 years

 

 

Design/Planning Loan Payment

$6,000

NO

$6,000.00
 

Manhole Project Rt 93

 

Principle Forgiveness

Net Payment

Construction Loan Amount

$119,966

 

 

Construction Loan Percent

0%

 

 

Construction Loan Term

20 years

 

 

Construction Loan Payment

$5,998.30

NO

$5,998.30
 
Like the Hillview WPCLF TENTATIVE approval, the Village will have to wait until final approval is in January 2023 to submit a formal loan request. However, to make sure we are timely in authorizing legislation, I have prepared legislation for first reading for Tuesday January 3rd that addresses the same requirements as Hillview legislation summarized above.
Brewster Sanitary Lining and Manholes Project – WPCLF Loan(s).The Village’s WPCLF loan applications for the lining of the sanitary line from 5th and Jefferson to 4th Street and rehabilitation/construction of two (2) manholes on that sanitary line has been TENTATIVELY approved for a design/planning loan and a construction loan.
 

Lining & Manhole Project

 

Principle Forgiveness

Net Payment

Design/Planning Loan Amount

$43,500

 

 

Design/Planning Loan Percent

0%

 

 

Design/Planning Loan Term

5 years

 

 

Design/Planning Loan Payment

$8,700

NO

$8,700.00
 

Lining & Manhole Project

 

Principle Forgiveness

Net Payment

Construction Loan Amount

$159,840

 

 

Construction Loan Percent

0%

 

 

Construction Loan Term

20 years

 

 

Construction Loan Payment

$7,992.00

NO

$7,992.00

Like the Hillview WPCLF TENTATIVE approval, the Village will have to wait until final approval is in January 2023 to submit a formal loan request. However, to make sure we are timely in authorizing legislation, I have prepared legislation for first reading for Tuesday January 3rd that addresses the same requirements as Hillview legislation summarized above.
Ambulance Purchase. The original price for the purchase of a 2023 Dodge 5500 4X4 Diesel Chassis " Custom Type 1" Ambulance built by Lifeline was in the amount of $255,132. The Fire Chief has received a revised price for the in the amount of $276,534.00. The increase reasons are listed as:
  • $12,068.00 for a 2023 chassis.
  • $6,000 for a Lifeline “surcharge”
  • The remaining according to Chief Colucy is for undocumented “additions” the Fire Department authorized.
At the time of the passage of the ordinance, the Chief informed Council that we would get a price reduction for a 2022 chassis. If not, the price would remain the same. We received a work order with a complete breakdown that included a 2022 chassis that REDUCED the price from $255,132 to $253,536 for the 2022 versus 2023 chassis. Note that the price difference at that time was $1,596, not $12,000. At the time, I recall that we passed the ordinance so that we could get 1 of 4 2022 chassis available if we acted immediately. I also remember in the next day or so being told we got the request in on time (as evidenced in the detailed work order).
In addition, we acted quickly so we could get a 2022 so we could get our ambulance faster. We are now projecting far beyond the original delivery date and are incurring expenses to keep the old ambulance in service in the meantime.
Our Law Director is reviewing the issue. Some of the questions I posed (not all to him) are:
  • Where is the detailed cost quote for the original $255,132 contract/quote dated December 16, 2021?
  • What does the CURRENT detailed cost quote include – especially different from the initial quote.
  • WHAT justifies the three (3) elements of the cost increase
  • How can a vendor enrolled/bidding through the State Cooperative Purchasing Program add a “surcharge” after giving fixed prices?
  • Should we contact the State Cooperative Purchasing Program? Since this was purchased via State Cooperative Purchasing, they are more familiar with what bidders/vendors can do. We cannot be the only one they are pulling this on.
  • What changes the Fire Chief has approved and/or what modifications has he made to the contract? 
  • What are the “other” things that were added changed that added cost?
  • Since Council approved the Ambulance contract, why has Council not been advised of changes to the contract specs and the resulting cost increase before any changes were made?

I am in the process of trying to get an answer about the State Cooperative Purchasing Program and what abilities vendors have to change prices after a contract is awarded.
I will prepare legislation for the next meeting (January 17th) so the first of three (3) readings can be made before potential passage February 20th, 2023.
Storm Drainage Projects. The current list of storm sewer projects in their priority order, with updates on their status:
  1. Corner of Needham & Harriman – catch basin collapse
  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. East end of 1st Street SE. Will have to coordinate with US Army Corps of Engineers.
  4. Open ditch east of Mohican. We are consulting with Stark County Soil & Water.
  5. Drainage from Harmon west of 264 Harmon. Survey needs to be completed
  6. 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.
CRA – Brewster Dairy (Brewster Cheese) CRA (Commercial). Brewster Cheese has a Community Reinvestment Act (CRA) property tax abatement, which must be reviewed annually. It is initially reviewed by the Stark County Tax Incentive Review Committee (TIRC) meeting. Last year the meeting was held on Monday March 14th, but there has not been a date set for this year yet. Once the Village receives the recommendation of the Stark County TIRC to continue/modify/reject (terminate) the CRA Commercial Tax Incentive Agreement with Brewster Dairy, Inc. continue the tax abatement for Brewster Cheese. At THAT point the legislation will need to be passed on an emergency basis so that so that it can be timely reported (March 31st deadline) to the State of Ohio.
Safe Routes to Schools Project. The Village has submitted an invoice to Fairless Local Schools to reimburse the Village the required $35,000 payment to ODOT upon successful completion of the Safe Routes to Schools Project.
Electric Department – Potential Battery Storage Project. I am in the process of preparing specifications for a Battery Storage Project.
Efficiency Smart – Trivia Contest. Efficiency Smart is going to run “Trivia Tuesday” on their Facebook page this November. Efficiency Smart had lots of engagement from this contest the past two years, and they are excited to run it again. Each Tuesday in November, they will post a new trivia question on their Facebook page. Those who answer correctly will be entered to win an energy efficiency kit. Efficiency Smart will randomly select one winner each week. For each Trivia Tuesday question answered, they are also going to award an entry into a drawing for a $100 Visa Gift card, so residents can participate each week for more chances to win.
Efficiency Smart – Thermostat Promotion. Efficiency Smart is offering special Black Friday Deals on smart thermostats through their Online Savings store from November 14 through December 1.
Residents can save up to $170 on a smart thermostat during the promotion. This is a good opportunity for electric customers, as some smart thermostat models will be available for free after the additional savings. Efficiency Smart will be sharing details about this promotion on their Facebook and Twitter pages on November 16th.
VILLAGE MAYOR: Charles Hawk
  1. The Mayor had a successful surgery and is pleased to be back to work.
 
VILLAGE CLERK-TREASURER: Kris King
  1. Please review and initial the check listing for this meeting.
  2. Village Debt Report was given to Council.
  3. W-2s have been passed out or mailed for 2022.
  4. Working on the Financial Report and other year-end filings.
  5. The estimated annual premium accident and sickness insurance for the Fire Department is $ 1,709.  Last year is came in at $ 1,829.
  6. A letter from Representative Bill Reomer was received stating he has been redistricted and is now in House District 31.  Representative Reomer has attended Council meetings annually and other events throughout his term here and will be missed.  He thanked Brewster Officials for their unwavering commitment to public service and also the citizens of Brewster.  I wish him the best of luck.
  7. Columbia Gas has filed an application with PUCO to establish the Pipeline Hazardous Materials Safety Administration (PHMSA).  This could potentially result in a monthly PHMSA IRP Rider rate for small general customers of up to $10, for general service customers of up to 25% surcharge and for large general service customers up to a 25% surcharge.
  8. I received two phone calls from people visiting our community that stated Brewster is a well-kept, beautiful community.
  9. Council Member Godwin asked if anyone had received permission to pass a petition on the north side for Sunday wine sales.  VA Miller stated that permission is not required to pass a petition.
VILLAGE SPEAKS (Communications received by Council Members from Village Residents):
 
COMMITTEES or COUNCIL REPORTS:The Goal of committee meeting is to discuss an issue or proposal and to provide, by a consensus of the committee members, ONE recommendation to Council.
Council Member Schwab provided Council with financial reports for each of the utilities that he put together from the Clerk’s year-end reports.  He requested that Council Members review the information and ask questions.  He stated that we may need to make adjustments to the amount we put in our debt fund accounts and he has concerns about the Electric Fund.
 
PENDING EXPENDITURE REQUESTS:
 
PENDING PROPOSALS FROM PAST MEETINGS:

OLD or NEW BUSINESS: Council Rules require a two-week waiting period before any expenditure of funds unless determined an emergency.

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carried to schedule a Finance Committee meeting on February 6th at 6:00pm to discuss the utility department finances, Park Drive bid opening, the Electric Building Project, and the 2023 Paving Project.  The vote: All yes.
 
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to have the Mayor write a letter thanking Fairless for their participation in the Safe Routes to School Project.  The vote: All yes.
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to deem the purchase of six new helmets and emergency and approve the purchase tonight at a cost not to exceed $2,232 from the Fire Operation Fund.  The vote: All yes.
AUDIENCE COMMENTS:
 
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to adjourn the meeting at 7:53 pm.  The vote: All yes.
Respectfully submitted,
 
Kris King, Clerk-Treasurer
 
Charles Hawk, Mayor