February 3, 2020 - Meeting Minutes

 

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

 

7:00 P.M. – CALL TO ORDER

 

Council Members bowed their heads for the invocation provided by Clerk-Treasurer

Kris King followed by the Pledge of Allegiance.

 

Charles Hawk, Mayor

Dale Fox, Council Member                           Andrew Hess, Council Member 

Thomas Hilliard, Council Member             Brett Long, Council Member

Sydney Radich, Council Member                               Mike Schwab, Council Member

 

John Anthony, Solicitor                                  Kris King, Clerk-Treasurer

Michael L Miller, Village Administrator

 

Mayor Chuck Hawk asked if there were any additions or deletions to the January 21, 2019 Council meeting minutes.

 

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

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to accept the bills in the amount of $ 684,215.23.  The vote: All yes.

 

No one wished to speak.

 

Police Chief Keith Creter, Fire Chief Chris Colucy, Ray Heitger, and Nancy Hawk were in attendance.

None

ORDINANCE 03-2020: An Ordinance Authorizing the Adoption of 6.09 Public Records Retention and Disposal Policy and adding it to the Employee Policy Handbook was given third reading.

 

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

 

ORDINANCE 04-2020: An Ordinance Authorizing the Adoption of 6.10 Public Records Policy and adding it to the Employee Policy Handbook was given third reading.

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

ORDINANCE 05-2020: An Ordinance Authorizing the Adoption of 6.11 Internet, E-Mail, and Computer Services Policy and adding it to the Employee Policy Handbook was given third reading.

 

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

 

ORDINANCE 06-2020: An Ordinance Authorizing a Contract for the Construction of the Addition and Remodeling of the Brewster Fire Station was given third reading.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH to bring the legislation forward for passage.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to amend the ordinance to award the General bid to St Clair/Pavlis Group at $1,025,505, the Electric bid to Hilscher-Clarke at $177,068, and the plumbing and mechanical (HVAC) is the combined bid of D & A Plumbing (Crown) at $276,775.  The total cost of the recommended bids accepted is $1,479,348.  The vote: All yes.

 

The vote on the amended ordinance: All yes.

 

ORDINANCE 07-2020: An Ordinance Authorizing a Loan for the Addition and Remodeling of the Brewster Fire Station was given third reading.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH to bring the legislation forward for passage.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH to amend the ordinance to award the load to Commercial & Savings Bank.  VA Miller discussed the three bids that were received.  The vote: All yes.

 

The vote on the amended ordinance: All yes.

 

Third Reading: An Ordinance Authorizing a Contract for the Sale of the Village’s Existing 69 KV Transmission Facilities and the Establishment of a Second 69 KV Interconnection was given third reading.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HESS and carried to bring the legislation forward for passage.

 

VA Miller explained that there is more work to be completed with easements before this ordinance can be passed.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to table the ordinance until the easement work is complete.  The vote: all yes.

 

Second Reading: An Ordinance Authorizing the Amendment of Zoning Code Section 153.221 Pertaining to “Prohibited Signs”.

 

Second Reading: An Ordinance Authorizing the Amendment of Zoning Code Section 153.220 Pertaining to “Exempt Signs”.

 

Second Reading: An Ordinance Authorizing the Amendment of Zoning Code Section 153.221 Pertaining to “Definitions”.

 

Second Reading: An Ordinance Authorizing the Adoption of 7.08 Vehicle Use and Equipment Use Policy and adding it to the Employee Policy Handbook.

 

First Reading: An Ordinance Authorizing an Application for Safe Routes to School Funding.

 

First Reading: An Ordinance Establishing Permanent Appropriations for Fiscal Year 2020.

 

ORDINANCE 08-2020: Intro from the Mayor-First Reading: An Ordinance Authorizing the Village Administrator to enter an Amendment to the Contract with Sol Harris Day Architecture Services and Declaring an Emergency.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to suspend the rule requiring three separate meetings and bring the legislation forward for passage.  The vote: All yes.

 

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

 

MUNICIPAL DEPARTMENT REPORTS:  

 

 

COMMUNICATIONS: 

 

VILLAGE ADMINISTRATOR: Mike Miller

Administrator’s report for period 1/22/2020 thru 2/3/2020:

 

• Safe Routes to Schools (SRTS) – New Application for a Portion of Park Drive. I have engaged Thrasher Engineering at a cost of $3,960 to assist in preparing a SRTS application for funding. I have also forwarded a copy of the joint resolution between the Village and Fairless Schools to Superintendent Bidlack.

 

• MRF Funds – Elton. The Village has received a check for reimbursement for the work completed on Elton between Route 93 and the west Village limitsfrom the allocated Municipal Road Funds in the amount of $82,821.

 

The Village had allocated but unexpended Municipal Road Funds from 2012, 2013, 2014, and 2018, that were authorized be carried forward to 2020, in the total amount of $82,821 as set forth as follows:

 

        2012                       $  9,321

        2013                       $31,000

        2014                       $25,000

        2018                      $17,500

 

• MRF Application. As I have previously informed Council, Brewster has no MRF Streets for which it can submit an application in 2020. Our MRF Streets are:

 

• Elton from Wabash east to Browndale – paved with MRF Funds in 2017
• Elton from Wabash to the west corporate limits – paved with MRF Funds in 2019
• 7^th Street (entire length) – Paved with Village funds and OPWC Funds in 2019
• Wabash (entire length) – to be paved by ODOT in 2020

 

I have reached out to see whether Chestnut, which I understand at one time had MRF designation, could be classified as an MRF Street. I haven’t gotten a response. So, I would like to force an answer on Chestnut (from Wabash to Muffly) by submitting an application to pave an additional 1200 feet (we paved 1200 feet in 2019) with MRF Funds, which will require a decision to reclassify Chestnut or turn it down. If we do nothing, obviously we have no chance of getting MRF funds.

 

• OPWC Grant – East Main Street Paving & Rehabilitation Project. The contract has been executed with Northstar Asphalt for the East Main Street Paving & Rehabilitation Project in the amount of $99,990.

 

• Potential Transmission Project – Sale of 69kV Assets. Work continues on negotiating an agreement(s) for the proposed purchase of Village 69kV assets by AMP Transmission.

 

There are a number of details to be finalized, including but not limited to verification of both ownership and the transfer of easements (in the proper order). Once those documents are completed, Council can then authorize their execution on behalf of the Village.

 

• Electric – Substation Upgrade/Expansion. Construction work continues on the Substation Upgrade and Expansion Project.We expect the transformer delivery in late January.

We have come across issues at the Substation that after consultation with both our engineer (GPD) and our contractor (Thompson), requires a change order. The primary issue is water/drainage. We have more water ponding than expected, which we need to address both for the short term and long term. GPD’s explanation is below.

 

The second issue is to assure we maintain quick access to our sanitary sewer manhole(s) at the west side of the Substation. Originally, we thought we could keep the access in grass, but with the water (and mud) we have seen during construction, the access needs to be improved to insure access even in wet weather.

 

The cost of the change order is $52,148.28, or approximately 3.9% of the original $1,324,835 contract. The current value of the Thompson contract is $1,324,835.00.  With the change order, the revised contract value would be $ 1,376,983.28, approximately 3.9% increase.

 

I will be requesting Council authorize the change order at the February 3, 2020 meeting on an emergency basis so that construction can remain on schedule.

 

• Electric – Decorative Lighting. The Electric Department installed approximately 1300 feet of conduit for decorative street lighting on Wabash between 5^th Street and 7^th Street. The conduit was installed in the roadway, rather than tree lawn, to avoid damaging trees and to avoid utility conflicts. It allowed the work to be completed faster as well. After the material settles in the trench, we will place approximately 5-6 inches of concrete for a base. The project was accelerated so that we wouldn’t either interfere with or tear up new pavement scheduled to be done by ODOT’s contractor this Spring.
• Fire Station Addition – Loan.We opened the loan proposals/bids for the Fire Station Addition on January 23^rd, 2020 at 1:00pm. We received three (3) proposals/bids.

 

Both the Mayor and I have reached out to some outside independent sources, who are more versed in this area, to get input. The consensus to this point is Commercial & Savings Bank.

 

While Commercial & Savings Bank is highest on the interest rate, when all other costs are taken into consideration, they have the lowest and best bid in my opinion. Below is a table that makes comparisons of the other costs and terms based on a $1,800,000 loan:

 

	Commercial & Savings Bank	Consumers National Bank	Huntington
Interest Rate	3.16%	3.09%	2.74%
Projected Interest *	$239,452.38	$249,088.00	$212,980.20
Fee to Lender	$500 loan doc fee	$7,500 +	$8,000
Bond Counsel	$0	$0	$10,000 +
	$239,952.38	$256,588 +	$232,980.20 +
Maximum Amount	$2,000,000	$1,800,000	$1,800,000
Interest Calculation	365/365	365/360	30/360
Payment Interest	Annual	Semi-annual	Semi-annual
Payment Principle	Annual	Semi-annual	Annual
Early pay-off	YES		NO
COLLATERAL Lien on Equipment	NO	YES

Note 1:  Additional costs of appraisal and recording liens for CNB

Note 2:  Bond costs at Huntington could be higher

 

	Commercial & Savings Bank	Consumers National Bank	Huntington
Interest Rate	3.16%	3.09%	2.74%
Projected Interest *	$212,846.56	$207,948.10	$183,580.05
Fee to Lender	$500 loan doc fee	$7,500 +	$8,000
Bond Counsel	$0	$0	$10,000 +
	$213,346.56	$215,448.10	$201,580.05 +

 

While Huntington appears low, they REQUIRE a bond, and have a deadline that is aggressive to the point of not being likely to be able to meet, plus have no early pay-off, eliminating any opportunity the Village has to save interest through early pay-off.

Consumers National Bank is slightly higher than Commercial & Savings Bank all in, even with a lower interest rate, AND we have to qualify yet for the loan (not preapproved) plus appraise and record liens on our equipment.

In my opinion the lowest AND BEST bidder for the loan is Commercial & Savings Bank. The proposal from Commercial & Savings Bank is essentially a “signature” loan, where the Village is already approved. All we have to do is pay the $500 loan documentation fee.

• Fire Station Addition - Construction. Bids were opened Friday January 24^th at Noon. We received bids from:

General Contractor         9 bids

Plumbing                             5 bids

Mechanical                         3 bids

Electric                                  5 bids

Combined                           4 bids

 

I have previously forwarded the bid tabulation for the Fire Station Addition Bidding.

 

The recommendation to Council is to award to the low bidders for the Base Bid (3 bays, showers, and turn-out gear room) plus Alternate 2 (finishing the second floor of the addition – offices and day room) and Alternate 3 (complete roof, rather than tie new shingles into old shingles).

 

The recommended General bid is St Clair/Pavlis Group. $1,025,505.

 

The recommended Electric bid is Hilscher-Clarke. $177,068.

 

The recommended bid for plumbing and mechanical (HVAC) is the combined bid of D & A Plumbing (Crown). $276,775.

 

Total cost of the recommended bids to be accepted is $1,479,348.

• Fire Station Addition – Construction Administration Services. As I indicated previously, after discussions with Solicitor John Anthony, he has recommended that the conservative and best course of action for construction administration services with Sol Harris Day for the Fire Station Addition Project is to have Council approve an amendment to our existing agreement with Sol Harris Day (Bill Griffith). Their price was initially communicated as $13,000 or 1% of the estimated construction costs. However, based on the apparent low bidders/contractors are to be awarded the bid, they have agreed to provide this service on an hourly basis not-to-exceed the proposed amount. They point out that some contractors might require more attention to make sure they are doing everything according to the construction documents.

 

Attached is their proposal, after some negotiations. The amendment is based on an hourly rate(s) basis, with a final cost not to exceed 1% of the construction costs (currently, if Council approves the recommendation $14,793.48. The switch to hourly basis allows the Village an opportunity to reduce the cost for Construction Administration.

 

So, at the February 3^rd Council meeting I will be requesting that Council approve an amendment to our agreement with Sol Harris Day (Bill Griffith) for architectural services, to additionally provide construction administration services for the Fire Department Addition, but on an hourly basis not to exceed 1% of the estimated construction costs, or currently $14,793.48.

 

In my opinion we should have the approval in place at the same time we approve moving forward with the Fire Station Addition contracts, but no later than prior to groundbreaking. In either case, it will need to be on an emergency basis. I will leave the timing up to Council’s discretion.

 

 

• Efficiency Smart – 3-year Contract Performance. I have forwarded a copy of the final 3-year activity report from Efficiency Smart. As you may note, we finished at 92% of our goal for the 3 years. However, the contract carries a 70% guaranty, which we obviously exceeded. Efficiency Smart indicates that this only happens on the rare occasions.  This is because they expect to have a project that doesn’t happen at all or gets pushed into the next year. 

 

On the positive side, the customer benefit ended up being greater than Efficiency Smart predicted when they entered this last contract to the Village.  In the presentation for this contract, Efficiency Smart expected Lifetime Customer savings to be $551,556.  That was going to be a 2.56:1 benefit/cost ratio.   It turns out they achieved $910,684 in Lifetime customer savings which is a benefit/cost ratio of 4.21:1.  So, while they didn’t get to 100% of the MWh goal, the value to the rate payers was much greater than predicted.

 

Had Efficiency Smart hit the 100% mark, the levelized cost of power would have been $23.70.  This is what they used when selling the renewal last time. Even in falling a little short, the levelized cost of power is $24.23, which is below market costs for power.

 

• AMP – Hydro Phase I. I participated in a meeting of the participants for the Hydro Phase I on Thursday, January 23, 2020 at 11:00 a.m.

 

A quick summary of the main subject of the meeting was proposed refinancing of the Projects Revenue Bonds for theHydro Phase I Project. There is an opportunity through refinancing in the current market to realize a substantial savings, ESTIMATED based on the current market at $13,000,000 plus or minus. The actual savings won’t be determined until the refinancing goes to market in early February and closes in mid-February.  There was additional discussion about how the savings would be applied, with level savings through 2029 or an up-front savings option. The up-front savings option would be applied to reduce the project debt, that currently stands at $31,000,000, which by paying down the debt would also realize an additional savings in that debt interest the participants are paying.

 

The consensus was to proceed with the up-front savings/payment option and apply the savings to reduce the project debt.

 

• AMP – AFEC. I forwarded a memo from AMP regarding an issue with AFEC Unit number 1. AFEC is a nominal 512 megawatt (MW) natural gas-fired generating station with 163 MW of duct-firing capacity. The AFEC site is located in the northwest corner of the City of Fremont.  The Village’s share is .61%.

• Equipment Purchase – Water Department Pick-up. We have been working on the various equipment budgets for 2020. Included in the budget for Water Department was the purchase of a new pick-up truck SO THAT their red pick-up truck could be “purchased” by the Street Department to replace their 2002 Dodge pick-up truck. The Street Department pick-up has a number of issues, including but not limited to:

 

• Anti-freeze leaking from the block
• Both universal joints in the front shot, so that 4-wheel drive cannot be engaged
• floor rusting out on the driver’s side/seat support
• a number of rust issues in the undercarriage

 

The Street Department will “purchase” or reimburse the Water Department the current fair market value for the current Water Department pick-up truck.

 

We followed our past practice, which is to first determine what the cost would be to purchase a new pick-up for the Water Department through the State Cooperative Purchasing Program. A Ford F-250 4X4 extended cab with a utility body was/is $37,326.00.

 

We then contacted a local dealer (Nicholson) where we purchased the Electric Department pick-up and determined if they could provide the same or comparable vehicle at a lower price. They are able to offer a Chevrolet 4X4 extended cab pick-up truck with a utility body for $37,328.00. However, that vehicle has 1000 lbs. greater GVW, a 120V outlet (value $69) and upfitter switches (a value of $120 – the upfitter switches allow us to wire in our strobe/marker lights directly, rather than add switches). So, for comparable pricing, if the upgrades are subtracted from the Chevrolet price the Chevrolet is $37,139 versus $37,326.00.

 

The additional advantage of the local dealer versus State Cooperative Purchasing Program is that the vehicle is built and available immediately, rather than waiting for one to be built.

 

As I indicated when we made a similar purchase of a pick-up truck for the Electric Department, the Village is allowed to purchase the “equivalent” (in this case the same) “supplies” (vehicle) if it can do so at a lower price than it can through the State Cooperative Purchasing Program. The authorization can be found in Ohio Revised Code Section 125.04 (C), which states in relevant part:

 

(C) A political subdivision … may purchase supplies or services from another party…if the political subdivision … can purchase those supplies or services from the other party upon equivalent terms, conditions, and specifications but at a lower price than it can through those contracts. Purchases that a political subdivision … makes under this division are exempt from any competitive selection procedures otherwise required by law. A political subdivision or county board of elections that makes any purchase under this division shall maintain sufficient information regarding the purchase to verify that the political subdivision … satisfied the conditions for making a purchase under this division.

      In addition, since the purchase is below the $50,000 threshold, the Village does not have to bid.

While I have the authority to make the purchase, and I have the concurrence of the Mayor, at this point I have placed a deposit on the pick-up to hold it until this coming Council Meeting to allow objections.

• Street Department – Storm Drainage. We will continue to work on replacing the storm sewer line that runs from 2^nd and Wabash, west to Bimeler Park, and then diagonally through the Park to 1^st Street behind the third base dugout as weather permits. As I informed Council, the portion in Bimeler Park is corrugated metal that has “deteriorated”, and the portion in 2^nd Street SW is clay tile that has collapsed.

 

• ODOT – Route 93 Paving and Drainage Issue(s). The Village has had both sides of the storm sewer (the northeast corner and the northwest corner) cleaned, so that the lines can be visually inspected. We are trying to set up a meeting with ODOT to determine what the next step(s) should be in our joint investigation of completing repairs before or during the upcoming paving project.

 

• AMI (Advanced Metering Infrastructure) – Bidding and Bid Specifications. Work continues on preparing bid specifications for the Brewster AMI Project bid specifications. AMI would be a system of smart electric and water meters installed at the customer’s location, with an accompanying communications network (smart grid) constructed Village-wide, and a data management system that would enable two-way communication between the Utility Office and the customer’s meters. This would enhance our services available and streamline meter reading/billing.

 

• Brine Application to Village Streets. Bringing everyone up to speed on where we are on implementing brine into the Village’s ice and snow control.

 

• A flatbed has been installed on the old plow truck. We will install the required hydraulics and electric in the next couple of weeks.
• The 750-gallon tank, hydraulic controls/controller, and a three (3) lane spray bar at a cost of $6,885 has been received.
• The 800 gallons Brine Maker at a cost of $5,996 has been received and installed.

 

To recount why we are incorporating brine, there have been a growing number of entities in our area that use brine as part of their efforts to address snow and ice on roads. Brine is in some instances is MORE effective than salt, because salt must dissolve into solution to melt snow or ice, while brine begins to work essentially instantaneously because there is no delay for transition from solid to liquid phase. I have provided a copy of ODOT’s LTAP Bulletin - Brine Enhanced Snow & Ice Control Treatments that provides more information. In addition, I have provided a Brine Fact Sheet from the American Public Works Association. ODOT has been using brine for years on expressways, especially bridges, both as a pre-storm treatment and during certain types of storms. Not only does ODOT use brine, but they have a large storage facility for brine at their new location at Route 30 and Richville Drive.

 

• Efficiency Smart – LED Light Bulbs. There are still standard and dimmable specialty LED lightbulbs are available for a limited time for $0.99 each at Belloni Foods. Discount pricing courtesy of Efficiency Smart and Brewster Municipal Electric. Questions? Call Efficiency Smart at 877-889-3777 or visit www.efficiencysmart.org/brewster-ohio for more information.
• Efficiency Smart – Online Home Energy Assessment Program. Efficiency Smart is now offering a free Online Home Energy Assessment Program can help residents discover how much energy and money they can save. They can simply go online and answer a few questions about their home to receive energy saving opportunities and potential savings. They should visit www.efficiencysmart.org/brewster-ohio  and select “Online Home Energy Assessment” to get started.

• Efficiency Smart – “Electric Bill Advice” Program. Efficiency Smart is launching a new “Electric Bill Advice” Program. Through this program, customers can contact customer support, answer some questions about their home, and receive energy saving tips and advice based on their answers. We will be adding an announcement on/with the bills as follows:

 

Does your electric bill seem higher than typical? Efficiency Smart’s free Electric Bill Advice program can help you understand the electric use in your home and provide suggestions that can help decrease high bills. Call Efficiency Smart at 877-889-3777 or visit www.efficiencysmart.org/brewster-ohio and select “Electric Bill Advice” for more information.

 

• Efficiency Smart – Rebates on Heat Pumps. Residents can learn about new rebates on air source and cold climate heat pumps.

There is a$100 Rebate on select air source heat pumps. Air source heat pumps work by absorbing heat from the outside air and transferring it into your home. Modern heat pumps can reduce electricity use for heating by approximately 50% compared to electric resistance heating such as furnaces and baseboard heaters.

 

There is a $750 rebate on select cold climate heat pumps. Cold climate heat pumps are designed specifically for very cold climates and can efficiently extract heat from air with temperatures far below 0°F. These heat pumps provide a very efficient way to heat homes, lower electric bills and improve comfort.

 

Residents can learn about new rebates on air source and cold climate heat pumps by visiting www.efficiencysmart.org/brewster-ohio or calling Efficiency Smart at 877-889-3777 for more information.

 

• 7th Street – Repair at Levee Gate. The US Army Corps of Engineers has awarded a contract to make repairs to the sill on levee gate to Brannon Contracting & Maintenance, Inc. of Duncan Falls, Ohio. The Corps has indicated that their Accident Prevention Plan has been approved by their safety office, and that their contracting folks are going to schedule the preconstruction meeting with their contractor sometime after November 12^th. The Corps has reached, and plan to meet with the Village to discuss traffic control and work limits.

 

• Waiver of Fee – Bimeler Park. I have received a request from a group that will be bringing a couple of hundred antique cars through Brewster on Friday July 24^th, 2020. They are stopping to partake of our local ice cream. Since Bimeler Park parking lot will not accommodate the number of cars, they requested shutting down a street or parking on field one area. They have also requested waving the normal rental fee ($170.00) since they will be in the Village only a short time.

Council Member Hilliard discussed the purchase of the new water truck and that he thought it was a good deal for the Street Department too.  He would like to see something done with the old street truck besides scrapping it.

 

Council Member Hilliard asked about the pipe being used when building the road to the substation.  They will be using polyethylene pipe to the crick from the catch basins.

 

Council Member Fox asked if the brine is any worse for the roads than the rock salt.  VA Miller stated that it uses about a third less salt even though Council Member Schwab said it is harder to get off the cars.

 

Council Member Fox asked if a ramp was going to be put in front of Village Hall for the handicap parking spot.  VA Miller stated it had slipped his mind and would put it on his list.

Mayor Hawk is working on legislation with the Historical Society concerning an emergency tornado shelter agreement.

 

Mayor Hawk provided Council with information on the operation of different cemeteries for Council.  Council Member Hilliard asked for a week to review.

Mayor Hawk is asking Council for suggestions on a community sign and future direction.

Fire Pay = $ 3638.28 for February 7^TH

We drew down $ 298,400.28 from our AMP Line of Credit for the South Substation Expansion Project.

 

To do list:

• 2020 Certificate of Total Amount Available with estimated year-end balances-first draft is complete-need to meet with head of finance, VA, and Mayor - Complete
• OPERS Non-contributing list - Complete
• BWC True-Up - Complete
• State/City/School District reconciliations - Complete
• W-2 prep and distribution - Complete
• IRS 941 Annual Reconciliation - Complete
• 1099 prep and distribution - Complete
• 2019 Financial Report Preparation and review
• Begin the Hinkle Report
• Begin preparations for the Notes to the Financial
• Begin gathering data for the 2019-2018 audit

Please review and sign the check register on the table.

 

Council Member Hilliard and Mayor Hawk thanked the Clerk for the extra hours she has been working.

 

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

         

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve the fire pay for February 7, 2020 pay date of $ 3,638.28.  The vote: All yes.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve Jeremy Henry’s Firefighter I, 120 Hour class for $1,500 from the Fire Equipment Fund.  Council Member Schwab asked how this is going to be paid when the fund has an unencumbered balance in the negative.  After a lengthy discussion, the following vote was taken: Hilliard, yes; Long, yes; Radich, yes; Schwab, no; Fox, no; Hess, yes.  Motion carries.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to create legislation permitting the Village to participate in online sales.  The vote: All yes.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to waive the park fee for the Model T Club on July 24^th, 2020.  The vote: All yes.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to allow the Brewster Firemen’s Association to have a Beer Tent at the Firemen’s Festival from May 27^th through May 30^th with the proper insurance and TIP’s training.  The vote: All yes.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve a change order for the South Substation Addition Project in the amount not to exceed $52,148.28 to build a road to permit access in wet weather.  The vote: All yes.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER SCHWAB to approve the purchase of 2019 Chevy 2500 truck from the Water Fund for the Water Department and the sale of the current 2014 Dodge truck to the Street Department for $18,500 from the Street Equipment Fund.  The vote: All yes.

 

VILLAGE SPEAKS: Communications Received by Council members from Village residents

Council Member Hilliard spoke with Mike at 147 6^th St.  Mike stated the alley running east to west behind his home has the center rising and the undercarriage of vehicles are scraping on the pavement.

 

Ray Heitger, 317 Seventh St SE, is concerned that the levee work and the Jefferson Sewer projects were going to be at the same time.  VA Miller assured him they would be at different times and his house would not be denied access.

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to adjourn the meeting at 8:28 PM. The vote: All yes.

 

Respectfully submitted,

 

____________________________________________________

Kris King, Clerk-Treasurer

 

____________________________________________________

Charles Hawk, Mayor