January 3, 2023 - Meeting Minutes

 

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.

 

Charles Hawk, Mayor

Dale Fox, Council Member                           Tom Hilliard, Council Member                   
Brett Long, Council Member                         Sydney Radich, Council Member              
Mike Schwab, Council Member

 

John Anthony, Solicitor                                  Michael L Miller, Village Administrator

Kris King, Clerk-Treasurer

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY LONG and motion carried to excuse Council Member Godwin. The vote: All yes.

 

Mayor Chuck Hawk asked if there were any additions or deletions to the December 19, 2022 Council meeting minutes. There were no additions or changes.

 

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

 

COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carried to accept the bills in the amount of $117,882.51. The vote: All yes.

 

Police Chief Nathan Taylor, Fire Chief Chris Colucy, and Ray Heitger.

 

There were no guests.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to nominate and elect COUNCIL MEMBER SCHWAB as President Pro-Tempore.  Council Member Schwab accepted the position for 2022.  The vote: Hilliard yes, Long yes, Radich yes, Fox yes, Schwab abstained. 

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve the adoption of the 2023 Council Rules.  The vote:  All yes.

CONSIDERATION OF ORDINANCES: Titles of each read by Solicitor John Anthony.

RESOLUTION 01-2023: TABLED AT THIRD READING: A Resolution of Temporary Appropriations for 2023 and declaring an emergency.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH to untable the legislation. The vote: All yes.

 

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

 

RESOLUTION 02-2023: TABLED AT THIRD READING: A Resolution Authorizing the Amendment and Appropriation of Additional Funds for the 2022 and declaring an emergency.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH to untable the legislation. The vote: All yes.

 

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

 

ORDINANCE 03-2023: TABLED AT THIRD READING: An Ordinance of Supplemental Appropriations and Amending Ordinance #16-2022 and Ordinance #44-2022 relating to Appropriations Providing for the Transfer of Funds Within Said Funds for the Fiscal Year Ending December 31, 2022 and declaring an emergency.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH to untable the legislation. The vote: All yes.

 

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

 

ORDINANCE 04-2023: An Ordinance Authorizing the Village Administrator to Prepare Specifications and Advertise for Bids for the 2023 Paving Program was given third reading.

 

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

 

RESOLUTION 05-2023: A Resolution Granting Falcon Baseball and Softball Priority for Use of Village of Brewster Baseball and Softball Fields For 2023 was given third reading.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve the legislation as presented.  Council Member Schwab asked Council Member Long if there would be any conflicts between this resolution and the next one if there was fall baseball.  Council Member Long stated that the baseball teams could use the other 15 fields should there be a fall league.  The vote: Hilliard, yes; Long, Abstain, Radich, yes; Schwab, yes; Fox, yes.  Motion carries.

 

RESOLUTION 06-2023: A Resolution Granting Falcon Soccer Club Priority for Use of The Village of Brewster’s Park System from August 1, 2023 – October 31, 2023 was given third reading.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve the legislation as presented.  The vote: Hilliard, yes; Long, Abstain, Radich, yes; Schwab, yes, Fox, yes.  Motion carries.

 

RESOLUTION 07-2023: A Resolution Expressing the Intent of Brewster Village Council to sell unneeded, obsolete, or unfit municipal property on the internet for 2023 was given third reading.

 

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

 

ORDINANCE 08-2023: An Ordinance Amending Employee Handbook Policy 5.13P Uniform Allowance – Police was given third reading.

 

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

 

ORDINANCE 09-2023: An Ordinance Authorizing Advertising for a Battery Storage Project for Brewster Electric Utility was given third reading.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve the legislation as presented.  VA Miller stated once the bid specs are put together, he is going to run them by GPD, Courtney and Associates, and AMP.  Council Member Hilliard asked if the area was zoned properly.  VA Miller stated it is the old northside substation location so yes, it is.  The vote: All yes.

 

SECOND READING: 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.

 

SECOND READING: AMPCT extended Contract for 10-year contract.  VA Miller stated this could be tabled because AMP has received enough votes to carried this out.  Mayor Hawk stated we can wait to do this next meeting.

 

FIRST 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.

 

FIRST 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.

 

FIRST 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.

FIRST 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.

 

FIRST READING: 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 Hilliard suggested asking for an increase because this is the same amount that has been received since he has been in office which is 12 years.  Council Member Schwab suggested passing a one-year contract.  Solicitor Anthony stated that the motion should match the contract length.  Chief Colucy stated that they are trying to pass a levy to increase the amount.  Council Member Schwab stated that there was an increase when we took part of Dalton into our territory.  Council Member Hilliard stated that it should be up to the administration.  The Mayor stated that the Chief is part of the administration and if he says to let it go that’s what we are going to do.  We are going to wait until next meeting and pass both Fire Department contracts together.

 

FIRST READING: A resolution expressing support for the Boy Scouts and their efforts to better our environment by helping residents with their recycling needs.

 

RESOLUTION 10-2023: A resolution of appreciation to Mike Maybaugh was given first reading.

 

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

 

A. POLICE DEPARTMENT: Chief Nathan Taylor

                           i.      Calls of service: 6,031

                         ii.      Arrests: 323

                       iii.      Accidents: 25

                       iv.      OVI’s: 7

                         v.      Traffic Stops: 631; Warnings: 421; Citations: 210

                           i.      Saturation hours: 411

                         ii.      Traffic: 320

                       iii.      OVI’s: 3

                       iv.      Citations: 78

                         v.      Completed two OVI Checkpoints (Navarre Rd and N. Wabash Ave)

                       vi.      $18,932 in wages was paid then reimbursed by grants for OVI saturation in 2022

                           i.      Car #5 is at Progressive Chevy for a battery replacement.

                         ii.      Car #1 is waiting on decal quote then will go into the body shop hopefully next week.  Should be out of service for a week.

                       iii.      Car #3 is waiting on parts and then reconstruction can begin

B. FIRE DEPARTMENT: Chief Chris Colucy

 

VILLAGE SOLICITOR: John Anthony

 

 

Council received the Village Administrator’s report last week to review. Administrator’s report for period 12/20/2022 thru 01/3/2023:

 

COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER RADICH 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:

Rate Studies:

Council stated when the last rate study was completed that it wished to have regular rate studies completed at least every 2 to 3 years. Our last Electric Rate Review was completed in 2020. The last Water and Sewer Rate Analyses were completed in 2019. While we have consulted with Courtney and Associates on a regular basis since then, we have not done a rate study or analysis for some time.

 

In addition, because there have been a number of developments (i.e. WPCLF Awards; large OPWC Awards) and/or new developments/expenditures are anticipated, I have reached out to Courtney and Associates to have rate studies completed for the three (3) Utility Funds: Electric, Water, and Wastewater.

 

To account for capital improvements anticipated/planned for each utility, I am attaching the updated 5-Year Capital Improvement Plans for each. While they are to a great extent self-explanatory, I did add the following when I forwarded the Water Department 5-year Capital Improvement Plan to Courtney and Associates:

• Any items that make sense to pay over time (OWDA Loan) to preserve cash flow and/or cash reserves we can borrow. It would help if you could “set the bar” to say for example any expense over XXX should be in the form of an OWDA Loan
• Water Line Replacement amounts in 2024 – 2027 are fluid – essentially there as placeholders as we develop which lines we need to replace
• Both the South Water Tower Rehabilitation and Clearwell Painting should be OPWC Applications, so 49% can be attributed to those sources
• The Water Transmission Replacement Project is split into three categories of fund sources so it is easier to see that of the $1,653,295 total $1,200,000 is an OPWC grant and $300,000 is a 20-year 0% interest loan.

 

There will be two things for the Planning Commission to review:

• Rezone the northside car wash from R3 to B1 for a Dollar General Store
• The old gun club: there will be a meeting on Friday, January 13th for the final layout.  It will be a planned community where all the property is owned and maintained by the Home Owners Association (HOA).

 

Administrator’s report for period 12/20/2022 through 1/3/2023:

 

OPWC Filter Media Project. The final payment for CS06Y / CS07Y, Brewster Water Treatment Facility Filter Rehabilitation & Media Replacement for Village of Brewster was disbursed by OPWC, and this project is now considered to be closed. The loan component will go into billing.

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. Currently they are switching over services from the old lines to the new lines. Obviously both the work and schedule are still weather dependent at this time of year. In completing the switch-over of services, a number of trees had to be removed that were planted too close or on top of services. Once the weather improves in the Spring the trenches will be restored in a more permanent manner.

OPWC Park Drive Phase 1. In July of this year, immediately after we received our grant from OPWC for the Park Drive Phase 1 Project and were able to bid we put the Park Drive Phase 1 Project out to bid. The Project had a bid opening date of August 1, 2022. No bids were received. It is uncertain whether the no bid was a timing issue (like East Main) where it was bid too late in the year, or the estimate, or both. At that time, I informed Council that the project would be reviewed for a rebid later this year for a 2023 start.

We slightly revised the specifications to avoid a power pole that has other providers attached that may not relocate their facilities in a timely fashion. The Electric Department has installed a new electric pole line and will be rewiring for/on the east side of Park Drive that will allow for the SRTS Shared Use Path on the east side of Park Drive to be well lit, as well as address revised electric distribution plans. We have also altered the manner in which bidders obtain the bid specifications and plans to make it easier for bidders and encourage more “participation” (bids).

We have put the project back 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.

 

2023 Paving Program. Council has before it legislation for bidding on the 2023 Paving Program. I would request that it be passed as an emergency at or before its third reading. I have a tentative schedule for advertising of January 17th, January 24th, and January 31st with a bid opening on February 14th at 1:00 pm.

What is completed can be decided after we know our budget – how much we expect we will have to spend. The current balance in the Street Improvement Fund is $244,652. Kris projects that we will be able to add another $20,000 per month in 2023. The specification will establish that the contractor cannot start paving until after May 15, 2023. So, that projects to a balance of $344,652 at the end of May 2023. From that balance we need to subtract the match for Park Drive Phase 1.

The engineer’s base estimate for Park Drive Phase I is $279,323.77. Our OPWC Grant is $140,584. So, that means the Village needs to set aside a sum of $138,739.77 from the projected amount of $344,652 in the Street Improvement Fund. That leaves a projected amount of $205,912 for the 2023 Paving Program.

So, based on that amount the TENTATIVE list of streets for 2023 has been set, with an Alternate 1, an Alternate 2, and an Alternate 3.

A Committee Meeting was held to discuss the list of streets to be paved. The list is:

BASE BID
Street                                                   From                     To
Jackson – North                                Barber                  Superior
Superior                                               Wabash                Mohican
Tuscarawas                                         Harmon                North Terminus
Jackson - North                                 Superior               Huron

ATLERNATE 1 – Current width
Street                                                   From                     To
Main - West                                        McKinley              Washington
Main - West                                        Washington        Lincoln

ALTERNATE 2 – Narrowed to 36 feet
Street                                                   From                     To
Main - West                                        McKinley              Washington
Main - West                                        Washington        Lincoln

ALTERNATE 3
Street                                                   From                     To
1st - West                                            Lincoln                 Grant

West Main Alternate 1 is just a mill and fill. West Main Alternate 2 reduces the width of West Main between Lincoln and McKinley to 36 feet – a reduction of approximately 8 feet. While that is still the second widest street in the Village (East Main between Wabash and Cleveland is 69 feet wide), it is more reasonable – 2 10-foot travel lanes and 8 feet on either side for parking. While more expensive this time, in the long run it will save money EACH time it is repaved. It also addresses the shading issue at the west end. The final Alternate 3 is 1st Street SW between Lincoln and Grant. Prior to bidding there will have to be a formal engineer’s estimate.

Bidding the 2023 Paving Program out in this fashion allows Council to make determinations AFTER we get REAL 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.

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.

Vacating a Portion of an Alley – Lake Erie Place. On Monday December 19th Council passed legislation on an emergency basis to vacate Lake Erie (a dedicated but unopened alley) from Wabash S to Burlington Place SE. The plat was subsequently delivered to the Village; lot numbers were assigned; and the vacation plat was delivered to the Stark County Auditor’s Map Office for review. Yesterday the Stark County Auditor’s Map Office contacted the Village indicating it had been approved. The Village then picked up the approved plat and took it to the Stark County Recorder’s Office, where it was recorded. Parcel numbers have now been assigned and ownership of the vacated alley parcels have been transferred to the adjoining property owner – M. Belloni Foods Inc. So, at this point the dedicated but unopened alley beneath the newest addition (warehouse) of Belloni’s is no longer an impediment to the store being able to be sold so that the Belloni building can hopefully reopen as a grocery store or similar reuse as soon as possible.

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.

AMPCT – 10-Year Extension of Master Contract. Before the Council Meeting held December 19th, the Village was notified by AMP that at an AMPCT meeting held Wednesday December 14th in conjunction with the AMP Board of Trustees meeting, the participating Members present each approved a 10-year extension of the term of the Master Service Agreement for the AMP Combustion Turbine (AMPCT) Project. This extension, if approved, will result in a new expiration date of December 31, 2032. However, the extension of the term requires approval by a majority of the Participants. Therefore, the Village, along with other participants who were not present at the December 14th Meeting, were contacted to weigh in on extending the contract. An ordinance authorizing extension was given a first reading by title only at the December 19th Council Meeting.

The APMCT is six (6) combustion turbine units are owned by AMP, located in Bowling Green, Galion and Napoleon, Ohio. Each site has one 15.5 MW unit and one 32 MW unit, providing approximately 142.5 MW of distributed generation capacity. This project currently results in a credit on the Participants’ power invoices. As I understand it the projected remaining “life” is 10 years.

I have now received a communication from AMP regarding the proposed ten-year extension of the AMPCT terms to December 31, 2032 – AMP has received authorization from a majority of participants, so Brewster’s “vote” is no longer required.

AMPT Second Transmission Line. On Friday August 19th AMPT presented the Brewster supplemental solution at the PJM stakeholder process meeting. PJM has now approved the second transmission line or “Brewster Reinforcement Project” and assigned AMPT a supplemental project ID # of S2807.1. A redundant transmission line to Brewster Substation at no cost to Brewster is closer to a reality. AMPT has been moving forward with pre-engineering and engineering, with an RFP for detailed engineering design expected in the process of being issued. I will keep everyone informed.

Electric Department – Potential Battery Storage Project. Legislation has been prepared to authorize the Village Administrator to prepare specifications for and to advertise for a Battery Storage Project. Briefly, peak shaving involves managing and/or reducing consumption during peak energy usage in the ATSI/PJM distribution areas to reduce the Villages costs. Peak shaving attempts to lower short-term demand spikes to lower/smooth out peak loads, to in turn reduce the overall cost of demand charges and transmission charges. Our Solar Project/Participation is one way to peak shave. Another is battery energy storage, storing energy at lower demand/costs and releasing it back into our system at projected peak times. The proposed project anticipates utilizing the old substation on Chestnut and would be similar to the Solar Project where the Village has no investment and “simply” agrees to purchase a fixed number amount of power at a fixed number of times per year to hopefully time those purchases so that it reduces the Village’s 1CP and 5CP Peaks, reducing our costs. Preliminary projections show savings between $5 million and $7 million over 20 years. AMP has reviewed the numbers presented and indicated the “calculations look correct.”

Electric Building. The proposed Electric Building is currently out for bids. Timing the advertisements and bid opening at this time of year – Thanksgiving, Christmas, and New Year’s, is a tricky balance so that the timing works for contractors/bidders, and therefore we get as many competitive bids as possible. So, the schedule that has been set:

• First advertisement November 23rd
• Second advertisement November 30th
• Third advertisement December 7th
• Bid Opening January 17th at 1:00 pm

The schedule is set up in a way so that we can get the project on everyone’s “radar” and also provide enough time in January for bidders to complete getting firm quotes from subs and get a bid in. We have also set the deadline for completion as October 31st, 2023. That gives contractors/bidders approximately 8 months from when the contract should be complete based on a January 17th bid opening until construction completion. This also takes into account the well-traveled belief that it will be an especially cold winter, allowing at least 6 months of good weather for construction to complete, starting in May.

Finally, we are highlighting that while there is an October 31st completion date, that IF there is an issue with delivery of materials THAT AFFECTS THE COMPLETION DATE that the Village will consider extending the deadline accordingly (must provide documentation).

The revised estimate is $1,013,000. The original estimate was $767,500. The revised estimate includes 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 better more competitive bidding when we are more realistic and slightly higher. This estimate should get us multiple bidders and we should get bides below the estimate, as we just did on the Tuscarawas Water Line Project. 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.

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.

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.

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.

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

 

VILLAGE CLERK-TREASURER: Kris King

 

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

Council Member Hilliard had several residents state that the Electric Department did a great job of getting the power back on.  VA Miller stated that there was one death of a lineman in southern Ohio.  There was a discussion of how dangerous it was during that cold and windy weather.

 

Council Member Schwab reported on the Finance meeting held at 6:30 pm.  The meeting was held to discuss the salary of the Clerk-Treasurer position for the next four-year term starting April 1, 2024 through March 31, 2028.

 

 

OLD or NEW BUSINESS: Council Rules require a two-week waiting period before any expenditure of funds unless determined an emergency.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to appoint Joseph Turnbo as a probationary paramedic to work shifts pending a physical examination, drug screen, and background check.  The vote: All yes.

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to appoint Glenn Vincent as a probationary paramedic to work shifts pending a physical examination, drug screen, and background check.  The vote: All yes.

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve the Clerk’s request for a $.48 adjustment for 2022.  The vote: All yes.

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to offer Council’s thanks to the Police and Fire Departments, the Village Administrator, the Mayor, the Clerk and office personnel, the Utility Department, the Street Department, and the Water, Sewer, and Electric Departments for all the work they did in 2022.  The vote: All yes.

COUNCIL MEMBER RADICH MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to give $100 to the Fairless Silver Wings for their performance at the Old-Fashioned Christmas event.  The vote: All yes.

COUNCIL MEMBER RADICH MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to give $100 to the Fairless Elementary Art Department for their homemade ornaments for the Village Christmas trees.  The vote: All yes. 

AUDIENCE COMMENTS:

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to adjourn at 8:08 pm. The vote: All yes.

 

 

Respectfully submitted,

 

 

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Kris King, Clerk-Treasurer

 

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Charles Hawk, Mayor