March 20, 2023 - Meeting Minutes

Brewster Village Council met in regular session with Mayor Charles B. 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:
Dale Fox, Council Member                        Dave Godwin, Council Member

Tom Hilliard, Council Member                    Brett Long, Council Member

Mike Schwab, Council Member

 

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

 

Kris King, Clerk-Treasurer                             Mike Miller, Village Administrator

 

Mayor Hawk asked if there were any additions or deletions to the March 6, 2023 Council meeting minutes. There were no additions or changes.

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to approve the minutes as amended. The vote: All yes.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to accept the bills in the amount of $381,442.05. The vote: All yes.

 

Ray Heitger asked if there were ordinances that required decorations to be removed by a certain date at the cemetery.  Mayor Hawk stated that he would find the rules and send a copy to him.  Mr. Heitger would also like to have a trash receptacle located at the cemetery for people to use instead of stacking trash by the tree.

 

Brittany Reed, 160 4^th St SE, is interested in being part of the Recreation Board.  She participates in work and church event planning.  The Village will have to do a background check before appointing her.

 

Fire Chief Chris Colucy, Police Chief Nathan Taylor, Brittany Reed, and Ray Heitger were also in attendance.

 

There were no guests.

 

CONSIDERATION OF ORDINANCES: Titles of each read by Mayor Charles B. Hawk.

ORDINANCE 28-2023: An Ordinance Authorizing the Awarding of a Contract for the 2023 Brewster Paving Contract and declaring an emergency was given third reading.

 

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

 

SECOND READING: A Resolution authorizing the Village Administrator to prepare and submit an application to the Ohio Public Works Commission State Capital Improvement Program for a West Main Reduction and Rehabilitation Project, and to execute contracts as required.

 

SECOND READING: An Ordinance Allocating Payment for the Repurposing of Existing Department Facilities Paid for with Electric Department Funds.

 

SECOND READING: An Ordinance setting the compensation for the Village Clerk-Treasurer effective April 1, 2024.

SECOND READING: A Resolution amending Resolution 19-2020 to adjust the monthly deposit to the Water Debt Fund for the payment of loans in the Village of Brewster Water Utility.

FIRST READING: An Ordinance authorizing the purchase of a T740 T4 Bobcat Compact Track Loader.

 

Tabled at THIRD READING:

RESOLUTION 29-2023: 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.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carried to untable the legislation.  The vote: All yes.

 

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

 

Tabled at THIRD READING:

ORDINANCE 30-2023: An Ordinance Amending Ordinance 74-2021 that Authorized the Purchase of a 2023 Dodge 5500 4X4 Diesel Chassis and Lifeline “Custom Type 1” Ambulance. 

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL LONG and motion carried to untable the legislation.  The vote: All yes.

 

VA Miller explained that he had contacted the Ohio Department of Administrative Services (DAS) because a contract had been signed for a lesser amount. DAS met with Pfund and discussed the increases to the “current” final price.  The increases included $12,068 for a 2023 chassis instead of 2022 that was promised, a $6,000 surcharge, and the rest was upgrades or add-ons by the Fire Dept.  DAS stated we are eligible to cancel the contract due to the changes or we can accept the additional costs.  If we reject the current contract, we will be starting over and are looking at least another year and half before we see the new squad and the price will be at least the amount we are currently looking at. Council Member Schwab stated the vendor is holding all the cards.  The old one will either be traded in or sold at auction, which ever provides the most money.

 

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

 

Tabled at THIRD READING: An ordinance to authorize an agreement between the Village of Brewster and the owner of Hillview Mobile Home Park to extend the Village sanitary sewer to the

park at owner’s expense.  The Mayor requested this legislation remain tabled.

 

A. POLICE DEPARTMENT: Chief Nathan Taylor

            1.    February calls of service were 599.  There are 368 to date for March.

            2.    The Police Dept. is also looking to replace the oldest cruiser.  Chief Taylor has been reaching out to different vendors and has only had one that has provided any prices or availability.  Ganley Chevrolet stated that if the Village orders by May, a cruiser should be able to be delivered in November.  Ganley prices are about $2k below the State Purchasing prices.  This is for a Chevy Tahoe.  The price for the vehicle is $48-49k and will cost about $20k to upfit.  We have had some problems with our other Tahoe’s but the problems were fixed through the warrantee.

B. FIRE DEPARTMENT: Chief Chris Colucy

 
VILLAGE SOLICITOR: John Anthony

 

Administrator’s report for period 3/07/2023 through 3/20/2023:

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to approve the report as emailed to Council.  The vote: All yes.

The following items have come up since the VA’s email:

• The STW Solid Waste District Agreement reimburses the rent on the container and the cost to haul away.  This is different than how it was paid in the past.  Our grant is up to $15,265 depending on our costs. 
• There was a Transportation Planning Study and there are grants available for a comprehensive transportation study for hiking and biking trails connecting our parks together.  The deadline is in April.
• NRAC has a state program for open space.  Myron Miller wants to sell part of the swamp next to the Village’s property.  There are two different types of surveys available.  It would be $7,300 to follow the creek, which can change in time.  The other one would go from the solar field corner to another property stake.  This would only cost $4,000.  The ODNR has a 75% grant coming up quickly and Muskingum Watershed may cover the remaining 25% based on appraised value.
• VA Miller provided a draft of a sign for the park area by the creek on Wabash and the other for Sabo Park.  If there are no objections, he will order these tomorrow.  Council Member Hilliard asked if there was a way to stop cars from driving into our park areas where they should not be.  VA Miller discussed using old wooden poles into the ground to restrict vehicle from entering these areas.

 

2023 Paving Program. On February 14^th bids were opened for the 2023 Brewster Paving Program. The base bid included:

• 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 was $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 1^st Street SW from Grant to Lincoln. That estimate is $50,624.50.

As previously communicated, 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. The bid tabulation is as follows:

BIDDER	Base Bid	Alternate #1	Alternate #2	Alternate #3
Barbicas Construction	$155,078.50	$87,837.50	$134,837.00	$47,786.00
Kingsway Services	$168,369.01	$79,993.75	$184,430.96	$46,613.16
Shelly Company	$168,626.25	$85,449.50	$250,679.85	$49,982.50
Geauga Highway	$171,818.00	$84,191.80	$207,557.96	$49,167.00
Northstar Asphalt	$185,075.00	$78,536.00	$158,853.15	$48,774.00
Estimate	$176,518.50	$89,746.59	$176,056.00	$50,624.50
Estimate plus 10%	$194,170.35	$98,721.15	$196,961.60	$55,686.95

 

The award of a contract for Park Drive Phase 1 determined how much is still available for paving. The Village’s OPWC Grant for Park Drive Phase 1 Project is $140,584. Using the combined low bid for the base bid PLUS Alternate #1 of $319,318, and subtracting $140,584, leaves a projected balance of $178,734 for the 2023 Paving Program.

Based on the amount available, I am recommending that Council award the contract for the 2023 Paving Program to Barbicas Construction of Akron, Ohio in the amount of $155,078.50. That amount is based on estimated quantities and may vary depending on the final quantities. The Ordinance is up for third reading on March 20^th.

OPWC - West Main Reduction and Rehabilitation Project.  I expressed to Council in my last VA Report that the Village may want to look at having West Main be the OPWC Project Brewster submits for the 2023 round. Based on the low bid the cost to pave West Main at its current width is $87,837.50. The cost to narrow West Main including new curb and gutter on the south side of the street is $134,837.00 based on the low bid. Based on the OPWC scoring system, the Village can get 10 points for funding by asking for 49% of the cost, with a 51% match. So, if the Village were to apply for OPWC funding (grant) for West Main narrowing, it would potentially get $66,070 in an OPWC grant and its 51% share would be $68,767 based on the low bid. Based on the low bids that means if the Village got an OPWC grant to narrow West Main it would spend $19,070.50 less in Village funds than to just repave it as is. The increase (or savings) in the costs should remain even if the costs go up. For example, with the second low bid for narrowing bid at $158,853.15 51% of the second low bid for West Main is $81,015.11, while cost to just pave West Main based on the second low bid is $78,536.00, so in that instance the difference would be an increase of $2,479.11. When compared to what it will cost (savings) to pave the eight (8) foot wide section of pavement to be eliminated in 12 years +/-  it is well worth the investment. It gets the Village new curb and gutter on the south side plus saves in the future every time West Main has to be repaved.

Council made a motion to have legislation prepared to authorize submitting the West Main Paving and Rehabilitation Project as a 2023 OPWC Application. That is before Council as a third reading.

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 that were 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.Pfund didn’t change their price for a chassis when it went from 2023 to 2022. The original quote was for $255,132 for 2023, and when they changed it to 2022 all they changed was the year – the price remained constant. Pfund initially quoted a 2023 at the same price!

The State of Ohio Cooperative Purchasing Program has reviewed with the vendor and salesman, and concluded that:

The Village has the option to proceed with the purchase from Lifeline/Pfund, or, since there have been changes to what was initially ordered, the Village may cancel and seek to purchase elsewhere (following their procurement authority, of course).  Cancellation should have no recourse for the Village; the change to the model year is the equivalent of the items they ordered no longer being available; the Village has no responsibility to continue with the purchase of the MY23 vehicle if they do not wish to do so. 

Ultimately, the Village has no leverage, as the wait time for ambulances has INCREASED and even IF Lifeline had begun construction on our ambulance, they would have a long line of prospective buyers to “take it off their hands”

Hillview Mobile Home Park Sanitary Sewer “Project” – WPCLF Design/Planning Loan. 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 approved for a design/planning loan and a construction loan. Council approved making a formal loan application February 6^th, 2023.

The WPCLF loan application has been submitted. The next step is to hire an engineer. For the Hillview Project the answer was pretty straightforward, in that the Village had already hired Engineering Associates in the past to do preliminary plans, and we have used them to update the estimate as part of the nomination/application process.

Engineering Associates has presented a proposal. It has been updated to include all engineering services during the design phase engineering services, which include a sewer easement description, EPA permit fee, and Facility Plan items to the original scope of work and has added the EPA mandatory Federal Cross Cutters language. I have asked it to be revised for clarity and simplicity to split the design out from the hopeful/potential eventual Construction/Administration portion, as the initial loan is for Design/Planning only. I communicated to EA that this is a very sensitive project, and the Village doesn’t want to get ahead of itself making a commitment to construction until AFTER a WPCLF construction loan is approved.

So, for the WPCLF design/planning loan, the following is the breakdown of the revised services and costs:

• Detailed design                              $13,500
• Sewer Easement                              $2,000
• EPA permit fee                                 $2,000
• Facility plans                                     $3,000

Total                                                 $20,500

Keep in mind there is another cost of $7,725 for West Erie Realty Solutions has submitted an agreement to do the appraisal and “negotiations” in compliance with “Title II and III of the Uniform Relocation Assistance and Real Property Acquisition and Policies Act of 1970 (P.L.91-646)” to do the appraisal and “negotiations” for the easement. Both costs are covered by the up to $41,000 design/planning loan.

Brewster Sanitary Manholes Project – WPCLF Loan(s).  One (1) of the three (3) WPCLF Nominations that have been approved is for Manhole Construction. The Manhole Construction Project is to construct two (2) manholes between McKinley and the Levee Gate where none exist in approximately 1300 feet of sanitary sewer line. The design/planning nomination was approved for a WPCLF Loan in the amount of up to $30,000.

The actual application for the WPCLF design/planning loan will be submitted sometime before the end of February, with an anticipated approval on or after April 1^st, 2023.

Obviously, the next step is to enter into a contract with an engineer to prepare plans & bid specifications. W.E. Quicksall was chosen through the statutory process and assisted in preparing preliminary estimates for both the design and construction as part of the nomination/application process. W.E. Quicksall has submitted a proposed contract for the Manhole Construction Project which is being reviewed. It is in the amount of $25,000. The scope was expanded to include additional coordination with the US Corps of Engineers to construct access to the manhole between Wabash and the Levee Gate for construction of a narrow access “road” at elevation so that the manhole can be accessed even during flood events. It is under what has been approved by EPA/WPCLF.

Brewster Sanitary Sewer Lining and Manhole Rehab/Replacement Project – WPCLF Loan(s).  One (1) of the three (3) WPCLF Nominations that have been approved is for Sewer Lining and Manhole Rehab/Replacement. The Sewer Lining and Manhole Rehab/Replacement Project is to line the sanitary sewer between 5^th & Jefferson to 4^th Street; to rehabilitate (line) the manhole that is also located between 5th & Jefferson to 4th Street; and at 4^th Street replace two (2) manholes with one (1) if possible. Replacing the two (2) with one (1) or installing two (2) new manholes in a slightly different alignment will eliminate a 90 degree turn in the existing sewer and create reduced and better functioning angles. The design/planning nomination was approved for a WPCLF Loan in the amount of up to $43,500.

The actual application for the WPCLF design/planning loan will be submitted in the near future, with an anticipated approval on or after April 1^st, 2023.

Obviously, the next step is to enter into a contract with an engineer to prepare plans & bid specifications. W.E. Quicksall was chosen through the statutory process and assisted in preparing preliminary estimates for both the design and construction as part of the nomination/application process. W.E. Quicksall has submitted a proposed contract for the Sewer Lining and Manhole Rehab/Replacement Project which is being reviewed. It is in the amount of $33,000. The scope was expanded to include potential realignment at 4^th Street to either eliminate a manhole or relocate to remove the 90-degree turn. It is under what has been approved by EPA/WPCLF.

OPWC Tuscarawas/Locustdale/Pinewood Water Line Replacement Project. We are still waiting for the weather to improve in the Spring so that the trenches can be restored in a more permanent manner.

Electric Building. Council awarded a contract for the Electric Building to RBS in the amount of $964,000. Site work is underway.

A “loose end” on the Electric Building is funding. While Council has been discussing how the building is to be paid for, as well as the “transfer” of the existing Electric Buildings to the Street Department and a portion of the Street Department to the Police Department since the project was proposed, there is nothing in place that documents/memorializes the payment structure we have been discussing.

OPWC Park Drive Phase 1. Council awarded a contract for Park Drive Phase 1 to Northstar Asphalt based on the base bid PLUS Alternate #1 in the amount of $319,318. The $319,318 is split up with $140,584 from OPWC, $20,090 from Capital Improvement, and the remaining $158,644 from the Street Improvement Fund. We are finalizing the contract before scheduling a pre-construction meeting.

Electric Department – Potential Battery Storage Project. I am still in the process of preparing specifications for a Battery Storage Project. Currently, that means I am trying to get the size confirmed through AMP and GPD.

AMP Transmission (AMPT) Asset Inventory Project. AMP Transmission has contacted Brewster in relation to an Asset Inventory Project they are conducting with members across the AMPT footprint.  In a nutshell the Asset Inventory Project will put AMP in a better position to know what each participating entity has in place in their transmission infrastructure. Ultimately this should lead to an inventory so that what replacement parts are needed, long term standardization so that there are not as many different replacement parts needed, and then how we can all work together to make sure we have an adequate supply of replacement parts and where we can get to them in the event of an outage. Brewster has been scheduled for March 22, 2023.

Community Reinvestment Area (CRA) – Residential. The CRA Housing Council meets annually so that the Village’s annual report can be submitted to the State of Ohio. The CRA Housing Council’s is tasked with making an annual inspection of the properties within the community reinvestment area for which an exemption has been granted. I have been informed by the Stark County Auditor’s Office that the one (1) property that an exemption has been granted for last year at 771 McKinley Ave SW abatement has expired. With that said, even though an annual inspection is not necessary is to ascertain that the improvements for which the abatement has been granted have been constructed (they have) and are still in use (haven’t burned down etc.), a meeting has been scheduled so for reporting purposes.

 

Ohio Revised code establishes that the CRA Housing Council is comprised of seven (7) total members. Our CRA Housing Council is comprised of:

 

• two members appointed by the Mayor (needs appointments)

Mayor Charles Hawk (3-year term effective January 1, 2020 expired December 31, 2022)

Sydney Radich (3-year term effective January 1, 2020 expired December 31, 2022)

• two members appointed by Council (no action necessary)

       Jerry Layne (2-year term effective January 1, 2022 expires December 31, 2023)

       Ken Damewood (2-year term effective January 1, 2022 expired December 31, 2023)

• one member appointed by the Planning Commission

VACANT

• two members appointed by a majority of the foregoing members, who shall be residents of the political subdivision (needs appointments)

Ray Heitger (3-year term effective January 1, 2020 expired December 31, 2022)

Andrew Hess (3-year term effective January 1, 2020 expired December 31, 2022)

The agenda will be for the Housing Council to verify the properties have been inspected and that the abatement should continue or be terminated.

Community Reinvestment Area (CRA) Commercial – Brewster Dairy. The Tax Incentive Review Committee (TIRC) meeting met March 14^th. John Anthony and I attended as the Village representatives. The Stark County Tax Incentive Review Committee (TIRC) meeting is established by Ohio Revised Code 5709.85 and Brewster’s enabling legislation and is made up of:

• Three representatives appointed by the Board of County Commissioners
• Two appointed by the Mayor with the concurrence of Council
• The County Auditor (or their designee)
• A representative from the affected Board of Education in the CRA (Fairless)

 

The TIRC recommended continuing the CRA Commercial Tax Incentive Agreement with Brewster Dairy, Inc.

 

Stark-Tuscarawas-Wayne Recycling District Yard Waste Agreement. I have received the 2023 Stark-Tuscarawas-Wayne Recycling District Yard Waste Agreement for 2023. The amount has decreased for 2023 to $15,265 from $17,095 in 2022.

It has been explained by the District that:

• That the yard waste host site block grant program is a reimbursement grant for yard waste hauling expenses only (box rental can be included as well since it is invoiced along with hauling). The amount paid out for the grant is 100% the amount the Village paid for hauling/box rental expenses.

• If the Village collects fewer tons in a year, it results in receiving fewer funds.
• The District had the Village’s total yard waste hauling expenses in 2022 the amount of $15,098.50.
• The Village’s grant award in 2022 was $17,095, so our actual reimbursement in 2022 represented a $1,996.50 difference/reduction from the “not to exceed”.
• The grant award amounts are a projection based on our prior year hauling expenses, but the intention of the District is to fully fund each site’s total hauling expense (as the budget allows).

 

So, it is the District’s intention to fully fund each site’s hauling costs again this year and they have a separate purchase order in place for any amounts that exceed the awards (which are a projection). The District’s Board already approved this. If all sites collectively see increases and exceed their awarded amounts to the point the District exhausts that purchase order, they will have to re-approach their Board to be approved for any amount over what has been budgeted for the program.

As an FYI, the amount (wages including fringes) the Village spent for loading the dumpsters in 2022 was $22,788.99.

Tracked Skid Steer. Some of you may have noticed that Village is getting the baseball fields ready for Spring play. As has happened in the past, in order to have them ready when baseball/softball starts we have to get on the fields early, and with our current equipment that often results in creating ruts in the outfield when delivering infield dirt. That results in more work repairing the outfields. This year we rented a tracked skid steer when it became apparent, we couldn’t get the job done with our wheeled skid steer without tearing everything up and making more work and more expense.

Having use of the tracked skid steer also brought back discussions we have had among the Departments about getting a tracked skid steer on a permanent basis. Our current skid steer has issues (reach) loading “cake” into dumpsters/vehicles. If we get a V-Box our current skid steer doesn’t have enough reach to load it. There have been a number of projects, both in the Parks and on private property where we had to hold off or not do because our wheeled skid steer would create more work because it would either leave ruts (best case) or get stuck (worst case) because it doesn’t have its weight more evenly distributed as a tracked skid steer does.

Our Street Superintendent got a quote for a new tracked skid steer with a reduction for trade in of our roller (seldom used) and the wheeled skid steer. The net cost is $34,468.52. We are getting $25,000 trade for the roller, which I understand the Village paid $14,000 for a number of years ago. The $34,468.52 would be split 50% Street Department, 40% Wastewater, and 10% water Department. Kris has checked those numbers and each Department can afford it. It is on Sourcewell Cooperative Purchasing, so we won’t have to bid for it.

Finally, in discussions with the Departments the Electric Department would like to “purchase” the wheeled skid steer, as they need it to unload semis that deliver their stock items that come in on pallets.  These items include reels of wire that weigh from 500 pounds all the way up to 5000 pounds, light poles and bases, and a number of other items. They can afford the $14,000. Ultimately, there is no increase in the number of pieces of equipment the Village has.

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

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.

Efficiency Smart – Expansion of Current HVAC Rebate Offerings. On March 1, Efficiency Smart will introduce a $100 rebate on qualifying central air conditioners and a $50 rebate on qualifying window air conditioners. This will expand their current HVAC rebate offerings and give residential customers additional options to save energy in their homes. Efficiency Smart expects the new window air conditioner rebates to be of particular benefit to renters as they have fewer opportunities to make upgrades in their homes.

To kick off and raise awareness of these new rebates, Efficiency Smart will be giving away a window air conditioner on their Facebook page starting on March 1.  Residents who comment on our post with what they are most looking forward to this summer will be entered into a drawing to win a window air conditioner. Residents will have one week to enter.

Proposed Planned Unit Development at the end of East Main. The Planning Commission met for the second time on March 16^th to review a Conditional Zoning Certificate request for the end of East Main (former gun club). A number of residents were in attendance, and the Planning Commission determined to reschedule another hearing for April to revise a proposed Conditional Zoning Certificate to make sure all issues raised are addressed to the satisfaction of the Planning Commission.

VILLAGE MAYOR: Charles Hawk

 

VILLAGE CLERK-TREASURER: Kris King

The Housing Council was supposed to meet this evening but the Mayor will be contacting people to be members of this board at a later time.

 

The Tree Board met earlier this evening and discussed plans for 2023 including a Tree City Award and Tree Growth Award.

 

Council Member Hilliard had invited Brittany Reed to the meeting to introduce herself and stated that she was interested in being part of the Recreation Board.

 

Council Member Godwin would like to be put on the OML watch guard committee to represent the Village in Columbus.

 

Council Member Schwab provided Council with information for the purchase of an AED for the community room.  He provided a brochure of an AED similar to the one located in Village Hall.

 

Council Member Hilliard stated that Beach City hired a fiscal officer instead of having an elected clerk-treasurer.  He would like to look into changing our structure as they did.  The Mayor stated that eliminates some of the checks and balances as that puts the financial officer under control of the Council and not as a separate office.  VA Miller stated that qualifications might be built into the Clerk-Treasurer position instead.

 

 

Chief Colucy’s request for permission to have a beer garden at the festival.

OLD or NEW BUSINESS: Council Rules require a two-week waiting period before any expenditure of funds unless determined an emergency.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to close part of Second St SW during the festival hours and the alley behind the Moose and the alley between the Moose and Credit Union for the week of the festival.  The vote: All yes.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to allow the Firemen’s Association to have a beer garden in the park during the festival using the same footprint as last year.  Council Member Schwab asked if the bartenders have TIPS training?  The Chief replied they did have the training and were good until next year.  The vote: All yes.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to purchase to Park Rules signs from the Parks and Grounds Fund.  The vote: All yes.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carried to purchase an AED for the Community Room at a cost of up to $2,800.  The vote: All yes.

 

Based on the fine job that VA Miller did on acquiring planning grants, Council Member Schwab made the next three motions:

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to authorize a contract with Quicksall for design and planning services in the amount not to

exceed $33,000 for a proposed project to reline the portion of the sanitary sewer between 5^th and Jefferson as well as to replace or rehab the manholes in that portion of the Village Sewer System.  The vote: All yes.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to authorize a contract with Quicksall for design and planning in an amount not to exceed $25,000 for the proposed project to install two additional manholes between McKinley Avenue and the levee gate for the Village Sewer System.  The vote: All yes.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to authorize contracts with Engineering and Associates for design and planning services in the amount of $20,500 for a proposed project to connect Hillview Mobile Home Park to the Village sewer system and to employ West Erie Solutions for Services in the amount of $7,725 to obtain easements for that proposed project.  The vote: All yes.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to donate $2,500 for fireworks to the Firemen’s Association for the 2023 festival.  The vote: All yes.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to authorize the Village Administrator to sign the proposed 2023 Stark-Tuscarawas-Wayne Recycling District Yard Waste Agreement in the amount of $15,265.  The vote: All yes.

 

COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to promote Matt Bair to the Lieutenant position in the Brewster Fire Department.  The vote: All yes.

 

COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to promote Jared Baer to the Lieutenant position in the Brewster Fire Department.  The vote: All yes.

 

Council Member Hilliard asked if the plan was still to concrete Amherst to Dartmouth portion of the Safe Routes to School Project.  VA Miller will be meeting at the school with their contractors to see if he can get a good price since they are already onsite.

 

VILLAGE SPEAKS (Communications received by Council Members from Village Residents):

 

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to adjourn the meeting at 8:21 pm.  The vote: All yes.

 

Respectfully submitted,