February 18, 2020 - Meeting Minutes

February 18, 2020
7:00 P.M.
Brewster Village Council met in regular session with Mayor Chuck Hawk presiding.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to excuse Council Member Radich from tonight’s meeting as her flight was delayed due to fog.  The vote: All yes.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to excuse Council Member Fox from tonight’s meeting due to illness.  The vote: All yes.
Council Members bowed their heads for the invocation provided by Clerk-Treasurer
Kris King followed by the Pledge of Allegiance.
Charles Hawk, Mayor
Andrew Hess, Council Member                  Thomas Hilliard, Council Member            
Brett Long, 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 February 3, 2019 Council meeting minutes.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carried to accept 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 $ 111,082.19.  The vote: All yes.
Mary Damewood of 145 W. 4th St. presented Council with a petition with 175 signatures requesting that the fire siren remain activated.
Police Chief Keith Creter, Fire Chief Chris Colucy, Ken and Mary Damewood, Ray Heitger, Officer Al Poindexter, Officer Aaron Keener, Captain Nathan Taylor, Officer Ben Truman, Officer Joe Lorenzo, Officer Jeff Wagner, and Joshua Bowen of the Independent newspaper were in attendance.
CONSIDERATION OF ORDINANCES:  Titles of each read by Solicitor John Anthony
ORDINANCE 09-2020: An Ordinance Authorizing the Amendment of Zoning Code Section 153.221 Pertaining to “Prohibited Signs” was given third reading.
COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carries to pass the legislation as presented.  The vote: All yes.
ORDINANCE 10-2020: An Ordinance Authorizing the Amendment of Zoning Code Section 153.220 Pertaining to “Exempt Signs”.
COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carries to pass the legislation as presented.  The vote: All yes.
ORDINANCE 11-2020: An Ordinance Authorizing the Amendment of Zoning Code Section 153.221 Pertaining to “Definitions”.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carries to pass the legislation as presented.  The vote: All yes.
ORDINANCE 12-2020: An Ordinance Authorizing the Adoption of 7.08 Vehicle Use and Equipment Use Policy and adding it to the Employee Policy Handbook.  VA Miller
Council Member Schwab asked VA Miller to explain this ordinance.  VA Miller stated it establishes the requirements to be able to drive a village vehicle and authorized uses and stops, including picking up lunches or drinks.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carries to pass the legislation as presented.  The vote: All yes.
Second Reading: An Ordinance Authorizing an Application for Safe Routes to School Funding.
Second Reading: An Ordinance Establishing Permanent Appropriations for Fiscal Year 2020.
First Reading: An Ordinance expressing the Intent of the Brewster Village Council to Sell Property on the Internet.
First Reading: An Ordinance Authorizing an Agreement with the Brewster-Sugarcreek Historical Society for an Emergency Shelter. 
Council Member Hilliard asked if we could advertise on the internet for employment opportunities.  Solicitor Anthony stated that was permissible.
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.
A. FIRE DEPARTMENT:  Chief Chris Colucy
  1. There are 102 calls to date.
  2. The first out pumper is down for repairs and will be for a while.
  3. The first draw down for the FEMA grant for the air packs has been received and the clerk has the invoice from the supplier.
  4. The department has applied for a grant for a new pumper.  The request has been increased due to the increase in cost to $ 515,000.  The village would be responsible for 5% of the cost plus the grant writer’s fee.
  5. The association is purchasing 20 pagers with 1 free one with every 10 purchased.  They wish to trade in the old UHF system, but it is in the village’s name.  So, the association wants to give the village a directed donation to be used to purchase the pagers so the trade-in can be used.  Council Member Schwab thanked the association for stepping up and covering this cost.
  6. The turnout gloves are in from the BWC grant and the gear extractor has been purchased but is being held at the supplier until the new building is complete.
  7. The Chief was asked to give his opinion on the fire siren.  He doesn’t care whether it is left on or is deactivated.  He stated the fire siren will not be deactivated until the proper signage and warning device is installed.
  1. Chief Creter gave his “law enforcement 2-cent opinion” on the fire siren.  He stated it may alert the village residents but there are no signs or alerts to notify other traffic traveling through the village that something is going on.  Travelers have no idea that there is a Fire Station on the square and that emergency vehicles will be entering the main road.  The Chief stated he is more concerned that something be installed to notify traffic that there is an emergency than the fire siren.  The Chief stated there were over a million vehicles traveling through the village in 2019 according to the electronic speed signs.
  2. Officer of the Year: Al Poindexter.  The Chief presented Officer Poindexter with a plaque for the 2019 Officer of the Year Award.  Officer Poindexter has been with the village since 1989 as a part time officer and has always been willing to fill shifts whenever needed.  He is always professional and is an exceptional Police Officer.  Council Member Schwab stated, “from one old man to another…Thank you”.  Mayor Hawk stated, “On behalf of the Mayor and everyone in this room… Thank you”.  Officer Poindexter was applauded, and many stood for his accomplishment.
  1. There have been no final settlement papers from Jefferson Health Plan yet.  The Solicitor has been in contact with Atty. Lafayette.
  2. Solicitor Anthony reviewed the outline of the JEDD from Tuscarawas Township.  He would like to have a meeting with the Mayor, Clerk, VA, and one Council Member to review the information and make for several clarifications.  Then he would like to meet with Tuscarawas Trustees.
  3. Solicitor Anthony is also reviewing documents for the sale of the transmission line and the fire station addition.
  4. Solicitor Anthony stated that according to the Repository, Brewster will be receiving $53,000 from the Opioid case from the pharmaceuticals.
  5. Mayor Hawk thanked Solicitor Anthony for all the extra work he has done and for his professionalism.
  1. The 2020 Governmental Law Seminar will be held Saturday, February 29th at 9:00 AM to 2:00 PM at Sippo Lake.  Solicitor Anthony stated there will be some nice topics and a good nuisance abatement session.
  2. The Ohio Municipal League for newly elected council members seminar will be Saturday, April 4th in Independence, Ohio.
  3. Harr-Reese Post #160 is asking for support to send a young man to Boys’ State this year.  A sponsorship is $325.
  4. Stark County General Health District’s Annual District meeting will be held Thursday, March 5, 2020.
Administrator’s report for period 2/4/2020 thru 2/18/2020:
  • Community Reinvestment Area (CRA) – Residential. It is that time of year for the CRA Housing Council to meet so that the Village’s annual report can be submitted to the State of Ohio.
One of the requirements for residential tax abatements granted in a CRA is that housing council be appointed. The CRA Housing Council’s is tasked with making an annual inspection of the properties within the community reinvestment area for which an exemption has been granted. We have two (2) properties that an exemption has been granted for:
  • 771 McKinley Ave SW, and
  • 305 2nd St SE.
The annual inspection is to ascertain that the improvements for which the abatement has been granted have been constructed (they have) and are still in use (haven’t burned down etc.)
Ohio Revised Code establishes that the CRA Housing Council is comprised of seven (7) total members. Our CRA Housing Council is comprised of:
  • two members appointed by the Mayor – the Mayor and another appointment (Jim Spivey’s 3-year terms effective January 1, 2017 expired December 31, 2019)
  • two members appointed by Council – (Andrew Hess’s and Chuck Hawk’s 2-year terms effective January 1, 2018 expired December 31, 2019)
  • one member appointed by the Planning Commission – (Ray Heitger’s 3-year term effective January 1, 2017 expired December 31, 2019)
  • two members appointed by a majority of the foregoing members, who shall be residents of the political subdivision – (Jerry Layne’s 3-year term effective January 1, 2017 expired December 31, 2019) PLUS one vacancy
We will need to schedule a meeting of the Brewster CRA Housing Council scheduled for Monday March 16th, 2020 before Council meeting. The agenda will be for the Housing Council to verify the properties have been inspected and that the abatement should continue or be terminated.
  • Community Reinvestment Area (CRA) – Brewster Dairy. The process for submitting the Village’s annual report for commercial abatements (Brewster Dairy only active commercial abatement) is different than that for residential CRA abatements.
The Tax Incentive Review Council (TIRC) is established by Ohio Revised Code 5709.85 and Brewster’s enabling legislation to be made up of:
  • Three representatives appointed by the Board of County Commissioners
  • Two appointed by the Mayor with the concurrence of Council
  • The County Auditor (or their designee)
  • A representative from the affected Board of Education in the CRA (Fairless)
The TIRC meeting is set for March 16th at 11:00 am at Stark County Auditor’s Board of Revision Hearing Room.
  • Electric – Substation Upgrade/Expansion. Construction work continues on the Substation Upgrade and Expansion Project.The transformer has beendelivered and set in place. The Change Order for the access road and the drainage has been completed and is being signed.
  • Electric Substation – SCADA (Supervisory Control and Data Acquisition System). During the preliminary engineering phase of the project, the Village chose to include SCADA hardware in the new control house. This was deemed the most efficient and expedient course of action based on the Village’s ultimate desire to install a SCADA system. It would cost far more to add SCADA after completion of the Electric Substation Upgrade/Expansion Project. SCADA allows the Village to be much more efficient process to supervise and manage our distribution system. Preliminary engineering work was completed.
SCADA was included in the bids for the Electric Substation Upgrade/Expansion Project, and installation and wiring of the SCADA hardware in the control house is currently in progress.
However, the original project scope with GPD for engineering of the Electric Substation Upgrade/Expansion Project did not include engineering of a SCADA (Supervisory Control and Data Acquisition System). The original scope included only connection of new equipment alarms to the existing ANTX Auto text alarm system. Adding the new SCADA hardware required the following SCADA related preliminary engineering work:
  1. Develop the proposed Brewster SCADA system functional communications overview and detailed one-line diagrams.
  2. Develop Orion LX hardware configuration.
  3. Develop status & control points list in Excel spreadsheet format.
  4. Interface the new Orion LX with the existing ANTX auto-text alarm system to maintain present and proposed alarm points during the transition from ANTX to SCADA.
  5. Work with NovaTech to obtain the necessary technical information to develop:
    1. Equipment dimensional outline and Orion LX hardware layout drawings
    2. SCADA system Bill of Materials
    3. SCADA system detailed wiring diagram
  6. Issue above items to VFP (control house manufacturer) to fabricate and install in the new control house.
  7. Provide technical support to VFP as needed during fabrication.
  8. Include additional SCADA detailed wiring on GPD construction drawings to connect new and existing control house and field equipment (transformers, breakers, reclosers, regulators, etc.) to the new SCADA system.
While we felt that the existing purchase order would cover the cost, and the SCADA work was separately tracked under Task 300 on GPD P/N 2018040.01. However, because the SCADA might be an additional cost that AMP Transmission may reimburse as part of the 69 kV Asset Purchase, and so that there is less confusion, I will be entering into separate agreement with GPD in an amount not to exceed $16,000 (their fee through 1/31 for this work is $15,208. The $16,000 is to cover answering questions and provide tech support to VFP during fabrication), unless there is an objection.
  • 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. We continue to work on the details regarding verification of both ownership and the transfer of easements (in the proper order). Once those are finalized, and the documents are completed, Council can then authorize their execution on behalf of the Village.
  • AMP – 2019 Electric Consumption.
I have forwarded a graph to Council showing our actual 2019 electric consumption/usage compared to 2018 and to the projection for 2019.
  • AMP – Hydro Phase I. Mayor Hawk executed a tax certificate in connection with the issuance of the Combined Hydroelectric Projects Revenue Bonds, Refunding Series 2020A. As I previously reported to Council, the proposed refinancing of the Combined Hydroelectric Projects Revenue Bonds 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. Theproposed refinancing of the Combined Hydroelectric Projects Revenue Bonds is in relation to the Hydro Phase I Project. The actual savings won’t be determined until the refinancing goes to market. 
  • 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.
  • Fire Station Addition – Loan.We are in the process of supplying Commercial & Savings Bank with required documentation. One of the items are approved minutes from the Council Meeting approving the loan, which are not available until after Council Meeting held February 18th, 2020.
  • Fire Station Addition - Construction. Our Architect is finalizing the contracts 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). In addition, the Architect has filed for the Village’s building permit(s). As a result of that process, there will be some changes required, which include:
  • Replatting the two (2) Village owned lots (Village Hall and the VFW Building) into one (1)
  • Fire Doors between the old bays and new bays
  • A Fire Hood on the second-floor day room.
I will continue to keep Council informed.
  • Fire Station Addition – Construction Administration Services.
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 on an hourly basis not to exceed 1% of the estimated construction costs, currently $14,793.48 is being completed.
  • Electric Vehicle Charging.I want to update Council on a subject that has been mentioned before – installing Electric Vehicle Charging Stations in Brewster.
I have provided a PowerPoint Summary of the background of installing an Electric Vehicle (EV) Charging Infrastructure in Ohio. Recently, the State of Ohio solicited bids for EV Charging Stations, and awarded contracts to Charge Point, Inc., Donovan Energy, EVunited, and Sway Mobility, Inc.  Other bidders are still under evaluation by the State of Ohio.
We have been in contact with Charge Point, Inc. The Electric Superintendent and I listened to a presentation Tuesday (February 11th) by Charge Point, Inc. I have attached the summary of their presentation and descriptions of their charging stations.
The Electric Superintendent and I are scheduled to meet with representatives from Charge Point, Inc. this coming Monday (February 17th) to explore potential locations for installation of EV Charging Stations in Brewster.
We also are continuing to explore the availability of grant funds for the installation of EV Charging Stations in Brewster.
Installing Electric Vehicle Charging Stations in Brewster at this time could potentially establish Brewster as, at a minimum, a short-term destination for Electric Vehicle owners to stop, either as they travel Route 30 or as they travel to or from Amish Country. Once they stop, they will have time to patronize our local businesses.  I will keep Council informed regarding our research.
  • Stark Metropolitan Sewer District – Sewer Extension to Justus. The Village entered into an agreement a number of months ago that allows the Stark Metropolitan Sewer District to extend sanitary sewer service to Justus. An easement from Fairless Schools is required for the extension of the sanitary sewer service. Fairless Schools is requiring that as part of the consideration for granting the easement, that the Stark Metropolitan Sewer District enclose the ditch from where the 30” outfall from the School’s retention basin enters the ditch along 7th Street west approximately 278 feet to an existing catch basin.
The Stark Metropolitan Sewer District has asked for comments from the Village on the draft plans. We posed some questions about upsizing a portion of the new storm pipe, and part of the ditch that was left un-enclosed. Stark Metropolitan Sewer District’s responses to those inquiries was:
  • To have the proposed new 278 feet storm line from the 30-inch outfall to an existing catch basin, upsized from the 12-inch on the plans to 18 would be at a cost of $3,858. To have the storm line upsized from the 12-inch on the plans to a 24-inch would be at a cost of $4,948.40.
  • That IF the existing ditch is to be enclosed between where the 30” outfall from where the School’s retention basin enters the ditch along 7th Street to the east to another existing catch basin approximately 151 feet, the cost would be $3,864.
After some internal discussion, and discussion with Fairless Schools, we arrived at the following conclusions:
  • To have the proposed new 278 feet storm line from the 30-inch outfall to an existing catch basin, upsized from the 12-inch on the plans to inch or 24-inch would be at a cost of $4,948.40. We are also requesting that every second or third 24-inch pipe be perforated, so that the water can get out of the perched water table, into the gravel the pipe is bedded in, and then into the pipe. This ditch, which is to be enclosed, drains water away from 7th Street, which was just repaired and paved with Village and OPWC funding. It is important to maintain good drainage to protect that investment. While the new storm line feeds into a 12-inch line (for some distance), if the existing storm line can’t handle the flow it will be less expensive in the future to replace the existing 230 feet +/- than that portion PLUS the 278 feet of new storm line.
  • That if the existing ditch is to be enclosed between where the 30” outfall from where the School’s retention basin enters the ditch along 7th Street to the east approximately 151 feet to another existing catch basin it should be done so at Fairless School’s expense.
  • Equipment Purchase – Water Department Pick-up. Based on Council’s motion at the February 3, 2020 Meeting:
  • The Water Department has purchased a Chevrolet 4X4 extended cab pick-up truck with a utility body for $37,328.00 from Chuck Nicholson Inc. in Millersburg.
  • The Street Department is purchasing the Water Department’s Dodge 4-door pick-up truck for $18,500
  • We are still looking for another political subdivision that would want the 2002 Street Department Dodge Pick-up. We were offered $500 in trade, but since that didn’t meet Council’s expectation to get a minimum $1000 up to $2,000, we did not do so.
  • Street Department – Storm Drainage. Work has been put on hold on the 2nd Street SW from Wabash through the Park storm sewer while the brine truck installation of hydraulics and electric controls and tandem repairs to its control system are completed.
  • Street Department – Snow Plowing. On Wednesday night through Thursday morning (February 12th and 13th ) the snowfall followed by a soaking rain made snow removal more difficult than usual, as the snow was very heavy. As a result, in order to get it off our streets the slightly higher speed to do so combined with the heavy snow damaged some mailboxes and a fence (to date). We are repairing the damage, but I just wanted to point out that in certain weather there is nothing our employees can do that will prevent snow from being thrown back in the right-of-way a covering sidewalk, driveway, or taking down an occasional mailbox.  Residents should report damage and we will make sure we repair the damage.
I would also request that residents keep in mind the width of the plow blade and if possible, park off street during snow events, but in all cases do not park in the street across from other vehicles so that our equipment cannot get through. As we do not want to damage vehicles, in cases where our equipment cannot pass safely down a street next to or between cars (or trailers), we will not address the snow conditions until the situation is addressed by moving the vehicles.
  • 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.
  • The 750-gallon tank, hydraulic controls/controller, and a three (3) lane spray bar has been received.
  • The 800 gallons Brine Maker at a cost of $5,996 has been received and installed.
  • We are installing the required hydraulics and electric controls.
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. 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 – “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 – 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 – 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.
  • Facebook – General Statement Regarding Facebook and Village Issues. It has come to my attention on a number of occasions again recently that there are posting(s) by residents on local Facebook pages, where they were complaining about Village issues. I also noted that in many cases all the facts aren’t communicated. The individual may or may not know why a specific action(s) have been taken but didn’t either didn’t communicate all the facts in the posting or simply all the relevant facts are not in the comment string.
As I stated last Fall, an incident occurred where a resident was complaining about a streetlight being out for a few weeks and was upset the Village hadn’t fixed it after they had been complaining about it on a Facebook page.
I would like to point out again, not so much for Council who knows, but for the public who may not know, that Village employees do not monitor Facebook pages, as those pages are not Official Village sites. In addition, on some issues the Village couldn’t comment because it would be a potential breach of a resident’s privacy (see below).
Residents who have concerns, complaints, or questions who want the Village an answer or to respond should choose to communicate by:
  • Calling Village Hall or the Utility Office
  • E-mailing Village Hall, the Utility Office, or the employee or Department if they have a Village e-mail address.
  • Stop in Village Hall during office hours – 7:00 am through 3:30 pm, Monday through Friday
  • Send a letter
  • Place a written message in Utility bill or in the drop box
  • Stop an employee and speak to them.
Putting complaints or comments on Facebook may make a resident feel better by getting something off their chest, but it won’t get the problem addressed, nor will it get an answer that includes all the facts from the Village.
  • Facebook – Utility Bill Complaints. Occasionally, residents will complain on Facebook about a utility billing issue. Aside from the fact that the Village does not regularly monitor Facebook (see above), even when an issue regarding a utility billing issue is raised on Facebook and is brought to the Village’s attention by a third party, the Village will not respond on Facebook or even to a Councilperson on a direct basis, based on the advice of our Solicitor. The Solicitor has advised:
I recommend against making any of the nonpublic utility bill information available.  I would not like to put the Village in the position of determining whether a waiver exists and making disclosures without an express written waiver from the customer. 
Essentially, resident’s utility bills are not public records, and are given protection. However, IF the Village were to respond publicly, the protection could be viewed as waived. The waiver also could be argued to be in effect not only for the specific resident and the specific billing issue, but also waived for ALL utility billing information and potentially not just for the specific resident but for ALL RESIDENTS. Our solicitor advises that when a Councilperson gets a complaint from a resident about a billing issue and wants to assist, that a meeting with the resident/customer and Councilman be held at Village Hall. 
  • 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 12th. The Corps has reached, and plan to meet with the Village to discuss traffic control and work limits.
  • MRF Application. The Village’s MRF Application for Chestnut was turned in Thursday February 13th. As a reminder, Chestnut is not on the MRF designated road list at this time.
Council Member Schwab asking where we were with the 2020 Paving Project bids.  VA Miller stated the company came in and did ratings, but he nor Supt. Patterson agreed with a couple of the ratings.  There are additional ratings being done within the next two weeks.  The bid packages will be prepared, and the bids should be opened either the end of March, beginning of April.
Council Member Schwab asked if the sign for the Terry Fowler Field was being prepared.  VA Miller stated it has been ordered.
Council Member Schwab asked if the Fairless Board of Education was aware they needed a conditional use zoning permit.  Mayor Hawk will contact the Superintendent and speak with him.
Council Member Schwab asked if the purchase of a new Ventrac mower was in the Parks and Grounds Fund budget.  VA Miller stated he has met with the Parks and Grounds Committee Chairman and the mowing time for each department will be considered and the cost will be divided accordingly.  Council Member Hilliard asked if we used it a couple more years, wouldn’t we be better off.  VA Miller went on to discuss the Ventrac’s use.   Council Member Hess asked how many mowers the village owns.  VA Miller stated there are 2 zero-turn mowers and 2 Ventrac mowers.
Council Member Hilliard stated the guys did a good job with the snow plowing.  He received no complaints.  VA Miller stated there was one mailbox and a fence that was in the right-of-way that was taken out.  He stated when the snow is that wet and heavy, it is hard to get it off the road and requires more speed and sometimes the snow takes out a mailbox or two.
Council Member Hilliard asked if the VA was going to advertise the sale of the 2002 Ram truck online.  VA Miller replied that he was.  Council Member Hilliard told VA Miller to do the best he could since VA Miller didn’t trade the truck into the dealer because Council Member Hilliard felt it was worth $2,000 and the dealer only offered $500.  VA Miller stated no other nearby municipalities were interested in the vehicle.
Council Member Hilliard asked if Frontier was still in town removing their poles.  VA Miller stated he estimated they have about 40 of the 51 removed and will bring them back to get the rest and it is easier to get someone to return for eleven than it is for just one or two.
Council Member Schwab asked if anyone is taking pictures of the Substation Project.  IT would be nice to see the progress.  
Mayor Hawk is working with the Boy Scouts to possibly make the village welcome signs an Eagle Project.
Mayor Hawk is working on appointments for the Community Reinvestment Area.  The positions are as follows:
  • Two appointed by the Mayor: Chuck Hawk and Sydney Radich
  • Two appointed by Council: Jerry Layne and Ken Damewood
  • Two appointed by the Commission: Proposed is Ray Heitger/Open seat
  • One appointed by the Planning Commission: Open seat
Mayor Hawk has a meeting with Sherri Brown of the Massillon Public Library this week.
Meals on Wheels Champion Week is March 16th-20th.  They are asking for volunteers.
Mayor Hawk would like to hold off on making a decision on Welty Cemetery until all Council Members are present to give their opinions.
February 18, 2020:
Fire Pay = $ 2039.74 for February 21st.
The 2019-2018 Audit will begin mid-March, early April.
The amendments have been made for the 2020 Rules of Council.  Each Council Member has the amended version in his or her mailbox.
Please review and sign the check register on the table.
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
  1. Finance Committee meeting at 6:00 pm this evening:  Council Member Schwab reported that all the fund balances were reviewed and where the revenues for that fund came from.
  2. Public Hearing on signs and definitions at 6:30 pm this evening:  The three zoning amendments were reviewed.
March 3rd: Council Meeting – 7:00 pm
March 16th: CRA Housing Meeting – 6:45 pm
March 16th: Council Meeting – 7:00 pm
  1. Welty Cemetery Proposal from Welty Cemetery Board for the Village to own and operate the cemetery.
  2. Brewster Historical Society donation request for their window project = $500.
COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carried to donate to the Brewster-Sugarcreek Historical Society $500 for their Window Replacement Project.  The vote: Long, yes; Schwab, yes; Hess, abstain; Hilliard, yes.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to schedule a Council of the Whole meeting on April 6th at 6:30 pm to discuss the Welty Cemetery proposal.  The vote: All yes.
COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to create legislation to create an Electric Debt Fund.  The vote: All yes.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to amend Ordinance 87-2019 to create a repayment schedule for the $70,000 advance from the General Fund to the Fire Equipment Fund for some of the engineering costs for the expansion of the fire station.  The vote: All yes.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to create legislation amending Ordinance 59-2019 to increase the transfer to the Recreation Fund from $2,000 per quarter to $2,500 per quarter.  The vote: All yes.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to approve the fire pay of $2039.74.  The vote: All yes.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to accept a directed donation from the Brewster Firemen’s Association for new pagers and authorize the VA to trade in the old UHF system.  The vote: All yes.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to support Harr-Reese Post #160 by sponsoring a young man to Boy’s State at a cost of $325.  The vote:  All yes.
COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to schedule a CRA meeting on March 16th at 6:30 pm.  Council Member Hilliard asked if the members of the committee were going to look at the homes that were receiving the abatement that evening.  VA Miller stated he would give the addresses to the proposed members prior to the meeting to look at ahead of time.  The vote: All yes.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to thank Mary Damewood to take it upon herself to solicit signatures in support of keeping the fire siren. The vote: All yes.
VILLAGE SPEAKS: Communications Received by Council members from Village residents
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to adjourn the meeting at 8:20 PM. The vote: All yes.
Respectfully submitted,
Kris King, Clerk-Treasurer
Charles Hawk, Mayor