July 17, 2023 - Meeting Minutes

MINUTES

BREWSTER VILLAGE COUNCIL

JULY 17, 2023

7:00 P.M.

Brewster Village Council met in regular session with Mayor Chuck Hawk presiding.

Council Members bowed their heads for the invocation provided by Clerk-Treasurer Kris King, followed by the Pledge of Allegiance to the flag.

The meeting took place in the Community Room.

MEMBERS PRESENT:

Charles Hawk, Mayor David Godwin, Council Member

Tom Hilliard, Council Member Brett Long, Council Member

Sydney Radich, Council Member Mike Schwab, Council Member

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

VILLAGE OFFICIALS:

John Anthony, Solicitor Michael L Miller, Village Administrator

Kris King, Clerk-Treasurer

MINUTES FROM THE JULY 7, 2023, REGULAR COUNCIL MEETING:

Mayor Chuck Hawk asked if there were any additions or deletions to the July 7, 2023, Council meeting minutes.

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

PRESENTATION OF BILLS:

COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to accept the bills in the amount of $298,708.91. The vote: All yes.

AUDIENCE:

Scott Killy, Fire Chief Chris Colucy, and Police Chief Nathan Taylor

PRESENTATION OF GUESTS: None

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

Third Reading: An Ordinance approving a Memorandum of Understanding with Fairless Local School District for the Village of Brewster to provide School Resource Officers from the Brewster Police Department for the 2023-2024 school year.

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to table the legislation until the meeting with school officials. The vote: All yes.

Second Reading: A Resolution declaring the Official Intent and Reasonable Expectation of the Village of Brewster on behalf of the State of Ohio (borrower) to Reimburse its Water Fund for the Brewster Water Transmission Main Replacement Project, with the proceeds of Tax-Exempt Debt of the State of Ohio.

Second Reading: A Resolution Authorizing the Village of Brewster Administrator to prepare and submit an application to the Ohio Public Works Commission State Capital Improvement Program for a Tuscarawas NW Paving Project, and to execute contracts as required.

Second Reading: An Ordinance Authorizing an Amendment to the Brewster Village-Stark County Sewer Service Agreement Supplemental No. 1 for the Expansion of the areas to be Sewered and Construction of Village Waterlines.

VA Miller went over the following information regarding the next two pieces of legislation:

The Village passed on an emergency basis in December 2021 legislation to purchase a 2023 Dodge 5500 4x4 Diesel Chassis and Lifeline “Custom Type 1” Ambulance, the seller indicated that they had a 2022 Dodge chassis in hand and that if Council passed the legislation on an emergency basis the Village could get that chassis and advance the delivery time. That 2022 Dodge chassis never materialized. In 2023 Council had to amend its original ordinance to update to a 2023 Dodge chassis, with not only an associated price increase for the chassis but also for increase manufacturing costs. That cost was now at $276,534. We have been informed that 2023 Dodge chassis are NOT available, and we will have to wait to see where we stand with a 2024 Dodge chassis. So, we are waiting to see if the Village will be able to obtain a 2024 Dodge chassis, after having the 2022 Dodge chassis and then 2023 Dodge chassis never materialize. Based on what I have been told, the manufacturer of the Dodge chassis cancelled all 2023 Dodge chassis manufacturing because it can make more money from selling to the public than it can form selling to government entities.

With that background, it has been over a year and a half since we passed legislation to by an ambulance to replace a faltering ambulance that essentially because of it’s repair history and unreliability has more miles on it the last few years going to the shop to be repaired than transporting patients. As a result, the other ambulance we purchased and put into service within the past 4 – 5 years has 54,000 miles on it. Without a second ambulance, we are shortening the life of the newest ambulance.

So, I have an alternative that Council can consider:

PennCare has a demo “Braun” ambulance for $306,422
It is a Ford, not a Dodge, essentially because with Dodge’s history they have no Dodge chassis available and are not anticipating any becoming available.
It is a 450 versus a 550, but other than cost there is little performance difference between a 450 and 550 (for Dodge 4500 and 5500) once the suspension is changed to what we specified (and what is on the demo) As it is a demo, it is below the cost of a “custom built” Braun ambulance they have in their State Cooperative Purchasing Contract.
With the minor additions the Chief wants to make, it would be DELIVERED between 60 and 90 days.
There is an up to $10,000 to make additions and alterations as needed to be road ready in the legislation.

ORDINANCE 44-2023: An Ordinance authorizing the purchase of a 2023 Braun Chief demo ambulance on a Ford F450 4x4 diesel chassis and declaring an emergency was given first reading.

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 LONG and motion carried to approve the legislation as presented. The vote: All yes.

ORDINANCE 45-2023: An Ordinance rescinding Ordinance 74-2021 and 30-2023 that authorized the purchase of a 2023 Dodge 5500 4x4 diesel chassis and Life Line Custom Type 1 and declaring an emergency. The vote: All yes.

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

First Reading: An Ordinance creating the position of Full-Time Assistant in the Clerk-Treasurer’s Office.

TABLED AT THIRD READING: An ordinance authorizing the Village Administrator, with the assistance of the Rural Community Assistance Partnership (RCAP), to apply for, accept, and enter into a construction loan agreement for an Ohio EPA Water Pollution Control Loan Fund (WPCLF) loan for the installation of two (2) manholes in the sanitary sewer line that runs between McKinley to the levee and declaring an emergency (at third reading).

TABLED AT THIRD READING: An ordinance authorizing the Village Administrator, with the assistance of the Rural Community Assistance Partnership (RCAP), to apply for, accept, and enter into a construction loan agreement for an Ohio EPA Water Pollution Control Loan Fund (WPCLF) loan for the Hillview Mobile Home Park Sanitary Project and declaring an emergency (at third reading).

TABLED AT THIRD READING: An ordinance authorizing the Village Administrator, with the assistance of the Rural Community Assistance Partnership (RCAP), to apply for, accept, and enter into a construction loan agreement for an Ohio EPA Water Pollution Loan Fund (WPCLF) loan for the lining and the rehabilitation/installation of two (2) manholes in the sanitary sewer line and runs between 5^th and Jefferson and 4^th Street and declaring an emergency (at third reading).

TABLED AT THIRD READING: An Ordinance to Authorize an Agreement between the Village of Brewster and the owner of Hillview Park to extend the Village Sanitary Sewer to the Park at owner’s expense.

MUNICIPAL DEPARTMENT REPORTS:

POLICE DEPARTMENT: Chief Nathan Taylor

There have been 497 calls of service for June 2023. So far 306 in July 2023.
Two School Resource Officers are attending a free safety conference. The only cost is the lodging.
CPT training is underway.
There will be two OVI checkpoints on July 22^nd. They will be at different times per location. The Highway Patrol, Sheriff's Office, Navarre PD, Lawrence Township, and our department will be involved.
The department didn’t get the additional DARE grant this year but will try again next year.
The 2023 Durango will be delivered in 2 to 3 weeks. After a discussion on upfitting the car, a meeting will be suggested in the coming weeks.
There will be a meeting with the school administration concerning the 2023-2024 SRO MOU in a couple of weeks. Council Member Schwab asked if the school was going to add an additional SRO so there would be an officer in every school building with the grant money that the State was awarding. At this point, the school has not mentioned it.
Council Member Schwab asked about the undercover car that seems to have been abandoned at the street garage. Chief Taylor stated that it needs to go to auction.

FIRE DEPARTMENT: Chief Chris Colucy left for a fire call and returned later with the following to report:

Year to date calls = 519.
Would like to hire Jason Ely as a part-time paramedic for shifts.
There are grant opportunities for vehicles. Homeland Security has $700 million. Even if you don’t get a grant, they are offering 20-year, .9% loans.
The Chief provided salary increase recommendations for all the officers.
The Chief wants to increase the staffing to 24/7, 365 days a year. The wage committee will have to review the current financial situation.
The Chief thanked the Council for approving the ambulance purchase and discussed upgrades to the new one that are needed.
The trucks are being rotated through preventative maintenance.
Tuscarawas County was added to the radio frequency. Our radios need reprogramming.
Council Member Hilliard asked about the side-by-side the association purchased. He also wanted to know whose responsibility it is to make sure shifts are covered. He wants to see younger people involved and thinks we should have programs in the school. Chief Colucy stated that they have tried, and the kids just sit and play on their phones. He stated the time of volunteer fire service is over.

VILLAGE SOLICITOR: John Anthony

Solicitor Anthony explained that Ordinance 15-2013 covers mutual aid without having a contract between agencies. The Beach City Memorandum of Understanding is not for mutual aid but is for the Village of Brewster to actually serve as the primary responder during specific hours of the day. In order for this to work, Navarre, Brewster, Beach City, and Wilmot would have to work it out.

COMMUNICATIONS:

Council Member Hilliard stated that the Historical Society was having a member appreciation day on August 22. Free food, games, and giveaways. Member ship is $25 for a single person, $10 senior citizen, $35 for family, and $100 for associations. They will also be holding a quarter auction on October 7^th at noon.

VILLAGE ADMINISTRATOR: Mike Miller

The Council received the Village Administrator’s report last week to review. Administrator’s report for period: 07/08/2023 thru 07/21/2023:

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to approve the Village Administrator’s report as presented. The vote: All yes.

Items added since the email went out to Council:

· The crosswalk and stop bar have been installed on Park Drive.

VA Miller discussed the OPWC Grant for Tuscarawas Street paving and the timing for the paving specs.
The Pickleball court has been core drilled and repairs have been made to the basketball court. Painting to follow.
The new parking spaces were discussed with the Fire Department requesting reserving spots for them.
Council Member Godwin wants to see the AED installed on the wall.
Council Member Hilliard wanted to make the police aware of people parking on the sidewalk in the park.
Council Member Godwin is fine with the new schedule the Village Administrator is proposing for himself. He stated he is all for it and that the VA is doing a great job. Council Member Godwin also said having time off without pay was agreed upon when VA Miller was hired so he could have more than three weeks a year.

Administrator’s report for period 7/6/2023 through 7/17/2023:

OPWC Park Drive Phase 1. The Park Drive Phase 1 Project is complete. We are awaiting the final billing. Northstar Asphalt was awarded the contract 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.

OPWC Brewster Water Transmission Main Replacement Project. As permitted, the Village initiated engineering and design services at our own risk prior to July 1^st. It is a part of our projected match. Also, as permitted, the Village has advertised for bids, provided a contract is not awarded prior to executing the OPWC Agreement. So, Council is now able to award a contract after bids are opened later this month.

The actual timeline for advertising for bids, opening of bids, and subsequent award of a contract is:

Advertise for bids June 16^th, June 23^rd, and June 30^th.
Opening of bids initially scheduled for July 11^th has been pushed back to July 26^th.
Recommendation for CT to Council on award will be after bid opening.
Award contract August 7^th.

The updated construction estimate is $1,521,140.68. The budgeted construction costs plus contingencies in the OPWC Application for the Project was $1,566,917.

In preparation for construction of the Brewster Water Transmission Main Replacement Project, I contacted CT Consultants to get a not to exceed price for construction oversight. The budget includes funds for construction oversight. Most of the day-to-day supervision of construction can/will occur with Village employees. However, in addition to consulting about the inevitable surprises and/or changes that occur during construction, CT is also needed for any formal changes to the specifications and submissions, including submissions for payment. After an initial proposal, the not to exceed price has been reduced to $45,424. The Law Director has reviewed and approved the agreement contingent on specified language changes. I also anticipate coming in below the not-to-exceed price. Once (if) Council awards a construction contract I intend to enter into the construction oversight contract with CT Consultants.

OPWC 2023 Applications.This year’s deadline for submission of OPWC Projects is September 29, 2023. In preparing for submission of a Village application(s), I have completed reviewing the Village’s Five-Year Capital Improvement Plans/Maintenance of Effort Reports (referred to as CIRs). The Village gets 10 points on each application if it submits CIRs for each Department. I will be forwarding the completed CIRs in the coming weeks.

OPWC - West Main Reduction and Rehabilitation Project. Preliminary plans have been submitted by Thrasher for the OPWC West Main Reduction and Rehabilitation Project funding application pursuant to Ordinance 31-2023. The Street Superintendent and I went over them, and then discussed the project with the Mayor.

One of the issues discussed was extensions of existing storm sewers on the current south side of West Main out to correspond with the new curb line. Rather than spend more time and money trying to incorporate those into the plans, we determined to extend those ourselves BEFORE the West Main Reduction & Paving Project is bid out.

We plan to:

Have Thrasher set pins at the back of the proposed new curb on the south side to allow us to set new catch basins.
The Village ran storm sewer lines from the existing south side to the proposed new curb on the south side and set new storm sewer structures with a solid top.
The Village to run storm sewer line from those new storm sewer structures with a solid top to the north side of West Main and set new storm sewers with curb inlets.
The plans would then require the contractor to set curb inlets on the new storm sewer structures in line with the new curb and gutter, and move the solid tops to the existing structures on the south side for access.

That process will save both time for Thrasher to add elements to the plans and obviously money as well. Some costs to setting pins, but less than full survey and revamping plans. Work will be completed on the plans and cost estimates.

OPWC – Tuscarawas Paving Project. In the LTIP portion of the OPWC District 19 criteria, there are 5 additional points awarded to a mill and fill only paving project with over a 50% match. With that background, I am requesting Council authorize me to apply for an OPWC Grant for the Tuscarawas/Locustdale/Pinewood Paving Project for the current round. We will be completing any ADA Ramps in advance of the paving; essentially already have the specs completed, as they will be in the same format as our normal paving specs; have decent chance to get funded at the District level; or, if not funded at the District level have a decent chance of getting sent on to the OPWC Small Government Program for funding. In either event, having a chance to get 49% of the paving cost for Tuscarawas/Locustdale/Pinewood Paving in a grant – it is worth the effort.

Electric Building – Progress & Change Orders. HVAC is in. Some electric on. Painting of foundation walls has been completed. Painting of the drywall and other areas has begun. As I did with the Fire Station Addition and the Community Room, any Change Orders for the Electric Building will be reported to Council as they come up and presented for Council to approve or ratify.

There are no new Change Orders at this time. The current cost breakdown including Change Orders is as follows:

	Amount	Percent
Original Contract	$964,000.00
Change Order #1	$1,312.50	.00136
Change Order #2	$3,850.00	.00399
Change Order #3	$2,217.60	.00230
Change Order #4	$6,550.00	.00679
Change Order #5	$5,950.00	00617
New Total	$983,891.10	.02063

New Electric Building – Back-up Generator. The generator that used to be at Village Hall/Fire Department was inspected. The inspection indicates that the generator is in good working order and can be used at the New Electric Building for back-up power.

We also obtained an estimate to have the generator that used to be at Village Hall/Fire Department installed at the new Electric Building. That estimate is $2,137.44.

The generator will be located at the northwest corner of the newly leased property. Reusing the generator that used to be at Village Hall/Fire Department at the new Electric Building results in a large savings.

Solar Field Maintenance. The Solar Field was shut down on Monday July 10^th so that NextEra’s contractor could make updates to ensure that there are no backfeed issues onto the Village distribution system when the line is dead. The backfeed was a safety issue for the Village. Initially the update was to install a new transformer and was scheduled for the week of January 22, 2023. The actual update began Monday. The actual update consisted of installing reclosers rather than the initial transformer change-out. The connection to the Village distribution system was restored on Thursday July 13^th.

AMP Fremont Energy Center (AFEC) – Future Fuel Purchase to Hedge. At the Joint AMP Fremont Energy Center (AFEC) Fuel Subcommittee, Participants Committee and Joint Management and Operating Committee on Wednesday, June 28, 2023, the bodies took the following action related to AFEC fuel supply:

Authorized long-term gas hedge for 2026-2030: Purchase 150,000 MMBtu/month at a target price of $4.25/MMBtu or below. (This volume represents approximately 8-9% of annual modeled combined cycle forecasted burns.)

Authorized long-term gas hedge for 2028-2032: Purchase 100,000 MMBtu/month at a target price of $3.75/MMBtu or below. (This volume represents approximately 6% of annual modeled combined cycle forecasted burns.)

I have forwarded a condensed version of the PowerPoint presentation from the meeting.

AFEC is a nominal 700-MW natural gas combined cycle (NGCC) facility in Fremont, Ohio. AFEC has a capacity of 512 MW (unfired) and includes duct-firing that allows an additional 163 MW of generation during peak demand periods.The Village of Brewster owns a .61% share of AFEC.

Per the terms of the AFEC Power Sales Contract, prior to entering into any Long-Term arrangements regarding Fuel Hedging, Reserves or Gas Pre-pays (one year or longer), AMP shall offer each Participant the ability to “opt out” of the strategy. AMP’s memo (attached) serves as notification of the approval of the above purchases and Brewster’s opportunity to opt-out of this purchase. The AFEC Participants Committee approved a three (3) week period for Participants to exercise their right to opt-out.

Therefore, Brewster is to respond in writing by Friday, July 21, 2023 at 5:00 PM to opt-out. We only need to respond if we wish to opt out.

2024 Paving Program. I have begun work on the list for the 2024 Paving Program, which the streets that were part of the OPWC Tuscarawas/Locustdale/Pinewood Water Line Replacement Project being priorities. The plan is to let trenches settle this summer, put in new ADA Ramps at the intersections ahead of next year, and remove any “hazard” trees and replacing any displaced sidewalk before paving all those streets next year. I have informed Columbia Gas of these plans so that if there is a need to also replace gas lines on these streets they can do so before we pave them next year.

I am preparing the requirements for ADA Ramps that will need to be updated with the 2024 Paving Program:

Chestnut and Tuscarawas.
Pinewood & Tuscarawas.
Locustdale and Tuscarawas.
Locustdale & Wabash

Again, I anticipate that these will be addressed ahead of the 2024 Paving Program, at less cost, and hopefully with much less confusion.

Water Service Line Identification Project. The Great Lakes Community Action Partnership (GLCAP), or RCAP, has received a grant from the Ohio EPA to assist communities with service line material identification. The Water Service Line Identification Project will consist of door-to-door inspections provided by GLCAP staff, survey forms, mailers, and outreach materials. The GIS team has already built or will build the service line application for Brewster. The application service is included as part of our RCAP GIS Cooperative membership. The web and applications will serve as the repository for the service line point information received from online surveys.

There is a Memorandum of Understanding (MOU) that must be signed and returned to GLCAP before work can start. This agreement describes work being performed by GLCAP. Again, fully funded by the Ohio EPA – this will be at no cost to the Village.

Based on the discussion at the May 15^th Council Meeting, the Law Director approved the Memorandum of Understanding (MOU) but not the second document, I signed just the MOU.

Parks – Pickleball Court. A holdover Parks project has been replacing the former sand volleyball court with something that would get more use. Earlier this Spring the Village installed a cement pad large enough for a Pickleball Court. The holes have been drilled to install the posts for the nets.

Carpenter Asphalt has been monitoring moisture, and they are now below the maximum level recommended from the paint supplier so that there are no issues with the paint adhering to the surface.

We are also moving forward with repairing and painting the Basketball.

Mosquito Spraying.To update the status of mosquito spraying:

I have signed the agreement with the Stark County Health Department for mosquito spraying for 2023.
The proposal from the Stark County Health Department was to do six (6) sprayings this summer, between the months of June and October, weather permitting.
The total cost will be $4,896, up from $4,386 in 2022 if none of the sprayings are cancelled due to weather conditions.
I informed Council at the July 5^th Meeting that the Village was informed that along with all the Health Department’s extended spray contract holders that a current personnel issue is temporarily delaying mosquito spraying. Essentially, the Health Department cannot find a driver, an issue that has become more common.
I informed Council at the July 5th Meeting that although we still had a licensed individual for spraying, the Village’s sprayer had not been used for a number of years and was not certified. I informed Council. IF we had to replace the sprayer it would cost between $19,00 and $25,000.
I informed Council at the July 5th Meeting that the cost of Duet, the product the Village has used and that the Stark County Health Department has used has increased. It is $7,950.00 ($265 per gal) for a 30-gallon drum and $13,970.00 ($254 per gal) for a 50-gallon drum.
Since the July 5^th Meeting, we had our sprayer inspected and it has been certified.
Based on that certification, we have purchased a 30-gallon drum of Duet for $7,950.00.
We anticipate it will be delivered next week (week of July 17^th)
PROVIDED it is delivered AND PROVIDED weather permits, we plan to spray for mosquitos on July 20^th.
We have advertised.

As often happens, as soon as we came up with a “replacement” solution, the original option becomes available. The Stark County Health Department has informed us that Mosquito Spraying should commence the week of July 24, 2023. We still plan on spraying next week, and if the Stark County Health Department does commence Mosquito Spraying the week of July 24, 2023 we will defer to them and follow our contract for the County to spray the rest of the summer.

Ambulance Purchase. As I indicated I have been “alternate” methods to get a chassis with Pfund, and/or an ambulance. Council is VERY familiar with the saga of the Village’s efforts to replace its 2009 Ambulance, but I will do a short recap not only for your benefit but for those copied on this e-mail.

The Village passed on an emergency basis in December 2021 legislation to purchase a 2023 Dodge 5500 4x4 Diesel Chassis and Lifeline “Custom Type 1” Ambulance, The seller indicated that they had a 2022 Dodge chassis in hand and that if Council passed the legislation on an emergency basis the Village could get that chassis and advance the delivery time. That 2022 Dodge chassis never materialized. In 2023 Council had to amend its original ordinance to update to a 2023 Dodge chassis, with not only an associated price increase for the chassis but also for increase manufacturing costs. That cost was now at $276,534. We have been informed that 2023 Dodge chassis are NOT available and we will have to wait to see where we stand with a 2024 Dodge chassis. So, we are waiting to see if the Village will be able to obtain a 2024 Dodge chassis, after having it 2022 Dodge chassis and then 2023 Dodge chassis never materialize. Based on what I have been told, the manufacturer of the Dodge chassis cancelled all 2023 Dodge chassis manufacturing because it can make more money from selling to the public than it can form selling to government entities.

With that background, it has been over a year and a half since we passed legislation to by an ambulance to replace a faltering ambulance that essentially because of it repair history and unreliability has more miles on it the last few years going to the shop to be repaired than transporting patients. As a result, the other ambulance we purchased and put into service within the past 4 – 5 years has 54,000 miles on it. Without a second ambulance, we are shortening the life of the newest ambulance.

So, I have an alternative that Council can consider:

PennCare has a demo “Braun” ambulance for $306,422.
It is a Ford, not a Dodge, essentially because with Dodge’s history they have no Dodge chassis available and are not anticipating any becoming available.
It is a 450 versus a 550, but other than cost there is little performance difference between a 450 and 500 (for Dodge 4500 and 5500) once the suspension is changed to what we specified (and what is on the demo) As it is a demo, it is below the cost of a “custom built” Braun ambulance they have in their State Cooperative Purchasing Contract.
With the minor additions the Chief wants to make, it would be DELIVERED between 60 and 90 days.

I have spoken with Clerk-Treasurer Kris King, and she indicates there are funds available for the increase ($29,888 plus upgrades) in the Ambulance Replacement fund – the only advantage of waiting this long is that the fund has continued to grow.

I intend to present this to Council Monday’s Council Meeting. It would be in two (2) ordinances.

Authorize purchase of the Braun Chief XL Demo Ambulance on a Ford F-450 4X4 Diesel Chassis from/through PennCare
IF that purchase is authorized, legislation to cancel the original purchase of a 2023 Dodge 5500 4x4 Diesel Chassis and Lifeline “Custom Type 1” Ambulance from/through Pfund. Since after a year and a half we still do not have a chassis, they haven’t expended any effort/funds to begin construction.

To preserve the Village’s opportunity to purchase the Braun Chief XL Demo Ambulance on a Ford F-450 4X4 Diesel Chassis from/through PennCare, they have supplied a ”Purchase Order” that states the Village “intends” to make the purchase. If Council declines to do so there is no penalty, but by signing it prevents the ambulance from be sold in the interim. Law Director reviewed it and the phrase "subject to Council's final approval" was added. I have signed it as amended and it preserves the Village’s opportunity to purchase.

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

Dartmouth/Amherst relief line. Easement has been signed. Need surveyor to set pins. Work to start when it can be scheduled and weather permits.
Catch basin extension on West Main
Corner of Needham & Harriman – catch basin collapse.
East end of 1st Street SE. Will have to coordinate with US Army Corps of Engineers.
Open ditch east of Mohican. We are consulting with Stark County Soil & Water.
Drainage from Harmon west of 264 Harmon. Survey needs to be completed.
Drainage on north side of 7^th 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.

Stark County Sanitary Sewer Extension to Justus and Harmon. I got a call from Jim Troike, the Stark County Sanitary Engineer, regarding a subject I had mentioned to Council previously. There is still a concern that while Stark County is extending sanitary sewer lines, with Federal Funds, that at the point the ownership of the lines is transferred to the Village that the Village could use that infrastructure to force those residents to annex.

I received a similar call from Todd Paulus, Unit Manager, Environmental Health for the Stark County Health Department in April regarding the same subject.

In both cases I relayed that the Village had no interest in using the sewer lines to annex either Justus or Harmon. I relayed that based on the Village’s experience with the annexation of Hillview Mobile Home Park that I believed that there would be no interest on Council’s part to annex either Justus or Harmon. I specifically addressed this at Council’s last meeting on June 20^th, 2023, stating that I recommend that the Village not use the new sanitary sewer line extended to Justus and Harmon to force annexation.

So, this morning to get this issue addressed I called Deb Dawson, Chief of the Stark County Prosecutor’s Civil Division. She will be drafting a short amendment to the current between the Village of Brewster and Stark County to accept and treat the sanitary sewage and wastes collected in the expanded/ amended Project area as defined in Exhibit A of the Agreement, passed in Ordinance 5-2022 and amended in 53-2022, so that the agreement will also provide that the Village will not use the sanitary sewer and/or sanitary services to force annexation by residents served by said agreement.

Technology Requirements for Police Department and Village Cameras. We are moving forward with the initial phase.

Properties in the Village with High Grass. As an FYI, letters have begun going out for properties that either have high grass or trash issues in the Village. High grass letters state:

This is to inform you to take immediate steps to cut the grass on the above-referenced property in the Village of Brewster.

The Village of Brewster Code of Ordinances Section 95.20 and 95.21 require the mowing of grass, weeds, or plants growing to heights exceeding eight (8) inches.

The Village of Brewster Code of Ordinance 95.12 further provides that upon written notice to the owner, lessee, agent, or tenant having charge of such land be cut within five days after receipt of said notice.

If the property is not brought into compliance within those five days, the Village will have the property mowed and charge you, the property owner, either by billing or assessment on the property taxes.

In addition, the ordinance provides that if you as the property owner fail or refuse to cut said grass, weeds, and undesirable vegetation following this notice… and it becomes necessary for the Village to cut and/or clean the same lot more than one time during the remainder of this calendar year, the Administrator may order the lot or lots to be cut and/or cleaned without the necessity of further notice.

Once the green cards (certified delivery) come back, the Village can cut the property and, if unpaid, place the cost of the property owner’s taxes. So, if you notice any properties in the Village where the grass is not being cut in accordance with our ordinance, please let me know.

Parking Spaces at Village Hall and East Main. The restriping of parking spaces at Village Hall and East Main has been completed, including the addition of four (4) additional parking spaces.

Still getting price on lettering Community Room and adding address.

Hillview Mobile Home Park Sanitary Sewer “Project” – WPCLF Design/Planning Loan. Design is ongoing.

Hillview Mobile Home Park - CDBG Funds. I had a telephone conference with Stark County Regional Planning (CDBG) on May 24^th regarding the Village’s CDBG Grant of $40,000 towards the Hillview Pump Station and Force Main Project. We went over documentation they need to address the Environmental Review element required by the infusion of Federal (HUD) funding for the Project. I forwarded to CDBG requested documents to address the Environmental Review process.

In addition to utilizing the documentation in the Environmental Review process, there will be:

a “historic” review by the Ohio Historic Preservation Office, which Stark County CDBG will take responsibility for.
Published legal notices, which Stark County CDBG will take responsibility for.
30-day comment period, which Stark County CDBG will take responsibility for.
as portions of the project will lie within the flood plain, environmental review for flood plain/wetland incursion, which Stark County CDBG will take responsibility for.

Hillview Mobile Home Park Sanitary Sewer “Project” – Easements. With the use of Federal funds through WPCLF subjects the easements to Title II and III of the Uniform Relocation Assistance and Real Property Acquisition and Policies Act of 1970 (P.L.91-646). The easements for the Project have been identified, they have been appraised, so now the “negotiations” with the owner, Hillview Mobile Home Park, based on the appraisal(s) can commence. It is still the intent of Hillview Mobile Home Park at this point in the process to donate the easements at no cost, similar to what was done by Fairless Schools for the Safe Routes to Schools Project.

Hillview Mobile Home Park & Village Agreement for Reimbursement. Law Director Anthony has addressed Council on this piece of the overall “puzzle.”

Brewster Sanitary Manholes Project – WPCLF Loan(s). The Village’s application for the loan has been submitted. Work on the plans is underway.

Brewster Sanitary Sewer Lining and Manhole Rehab/Replacement Project – WPCLF Loan(s). The Village’s application for the loan has been approved. Work on the plans is underway.

VILLAGE MAYOR: Charles Hawk

Appointment of David Ely as a part-time Paramedic pending a drug screen, background check, and physical.
Looking for additional Recreation Board members.
The next Old-Fashioned Christmas meeting will be August 2^nd at 10:00 in the Community Room kitchen.

VILLAGE CLERK-TREASURER: Kris King.

1. The check register was provided for Council to review and initial.

Continuing to work on the tax budget.
Gathering information for the insurance renewal. So far three companies have shown interest in providing quotes.
The next election will be on August 8^th. We will need to move our meeting over to the Fire Station.

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

Council Member Hilliard stated there were complaints about dogs in his area (end of McKinley). It should take care of itself because the owners are now aware of it.

COMMITTEES or COUNCIL REPORTS: The Goal of any committee meeting is to discuss an issue or proposal and to provide, by consensus of the committee members, ONE recommendation to Council.

PENDING EXPENDITURE REQUESTS:

None.

PENDING PROPOSALS FROM PAST MEETINGS:

None.

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

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to appoint David Jason Ely to the Fire Department to work shifts pending a drug screen, background check, and physical.

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to schedule a Council of the Whole meeting to discuss the upfitting of the new Police Cruiser and the SRO program on Monday, August 21^st at 6:30 pm. The vote: All yes.

Mayor Hawk stated he had a meeting with the Beach City Mayor to discuss their proposal for our Police Department (MOU) and explained that we could not provide officers in Beach City when they had no one on duty but will continue to provide mutual aid.

AUDIENCE COMMENTS:

Scott Killy spoke to the Fire Chief stating that he believes the community doesn’t really know that there are staffing problems at the Fire Department. He thinks if this is communicated to the community that people will stand up and rally if they know how serious it is.

COUNCIL MEMBER RADICH MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to adjourn the meeting at 8:25 p.m. The vote: All yes.

Respectfully submitted,

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Kris King, Clerk-Treasurer

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Charles Hawk, Mayor