January 21, 2020 - Meeting Minutes

 

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

 

7:00 P.M. – CALL TO ORDER

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to excuse Council Member Hess from the meeting.  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

Dale Fox, 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 6, 2019 Council meeting minutes.

 

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

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to accept the bills in the amount of $ 65,321.86.  The vote: All yes.

 

Ray Heitger, 317 East 7^th St., thanked everyone for their assistance with the Children’s Christmas Party.  He requested to have ice cream for the third concert in the park.  He stated last time the cost was around $200.00.  Council will decide after Mr. Heitger gets a cost estimate from Just Ice Cream.  Mayor Hawk thanked Mr. Heitger and his wife along with the others that assisted with the events put on by the Recreation Board.

 

Mary Damewood, 145 4^th St SW, would like to see the fire siren remain activated.  She stated when she is coming in or leaving town, it lets her know there are going to be emergency vehicles to watch for and get out of the way of.  It always people to be considerate to the emergency vehicles.

 

Police Chief Keith Creter, Fire Chief Chris Colucy, Ray Heitger, Nancy Hawk, Fairless Student Council members: Matthew Gilkerson, Grace Snavely, Evelyn Morrison, and Jenna Maher, Jessica Logothetides, Mary Damewood, and Joshua Bowen of the Independent Newspaper were in attendance.

Ken Killian of the Fairless Board of Education was scheduled to speak but was ill.  He will attend the next meeting.

 

ORDINANCE 01-2020: An Ordinance Authorizing the Amendment of Zoning Code Section 153.019U – Pertaining to Walls and Retaining Walls (Public Hearing scheduled for Tuesday, January 21^st at 6:45 PM) was given third reading. 

 

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

 

ORDINANCE 02-2020: An Ordinance Authorizing a Contract for an East Main Street Paving and Rehabilitation Project was given third reading.

 

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

 

Second Reading: An Ordinance Authorizing the Adoption of 6.09 Public Records Retention and Disposal Policy and adding it to the Employee Policy Handbook.

 

Second Reading: An Ordinance Authorizing the Adoption of 6.10 Public Records Policy and adding it to the Employee Policy Handbook.

Second Reading: An Ordinance Authorizing the Adoption of 6.11 Internet, E-Mail, and Computer Services Policy and adding it to the Employee Policy Handbook.

 

Second Reading: An Ordinance Authorizing a Contract for the Construction of the Addition and Remodeling of the Brewster Fire Station.

 

Second Reading: An Ordinance Authorizing a Loan for the Addition and Remodeling of the Brewster Fire Station.

 

Second 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.

 

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

 

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

 

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

 

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

 

MUNICIPAL DEPARTMENT REPORTS:  

 

 

COMMUNICATIONS: 

 

VILLAGE ADMINISTRATOR: Mike Miller

Administrator’s report for period 1/7/2020 thru 1/21/2020:

 

• SRTS – New Application for a Portion of Park Drive. When the Village applied for Safe Routes to Schools (SRTS) funding last year, our application including the portion we were funded for (from crosswalk on Route 62 to Elementary School) and Park Drive from Main Street to 7^th Street. Only the portion from the crosswalk on Route 62 to Elementary School was funded, with Park Drive being left off due to cost and complexity.

Subsequently, after consulting with the engineer, Thrasher, it was decided to realign the SRTS Shared Use Path (SUP) on Park Drive. The realignment improved safety AND also reduced the projected cost. The SRTS SUP on Park Drive was moved from the west side to the east side.

As I informed Council at the July 1^st, 2019 Council Meeting, in reviewing our options on Park Drive, our best option was/is to move the SUP to the east side of Park Drive from the west side. This will allow the Village to reduce costs for the Park Drive portion of the SRTS SUP, so that we have a better chance of getting future grant funding. The moving of the SUP was because:

 

• the Village already has sufficient right-of way on the east side of Park Drive at the curve between the creek and 7th Street, no right-of way will need to be acquired or in the alternative a major realignment of the street.
• on the east side of Park Drive between the creek and the levee there is less drop off on the east side than the west, the cost will be reduced drastically because we should be able to build a surface path rather than a potential boardwalk (or extensive fill) on the west side.
• on the east side of Park Drive between the levee going north there is less drop off on the east side than the west, the cost will be reduced drastically because we should be able to build a surface path rather than a potential boardwalk (or extensive fill) on the west side.
• while there may need to be slight realignment of Park Drive near East Main by moving the SUP to the west side from the east side, but much less than is required by the west side alignment south of the creek to 7th Street by the west alignment.

An additional benefit of moving the SRTS SUP to the east side of Park Drive was to improve safety. Doing so also moves the SRTS SUP crosswalk to Park Drive and East Main. Having the crossing for Park Drive at East Main provides much better sight lines to spot individuals in the crosswalk, and is much safer than having the crosswalk for Park Drive at 7th Street, where sight lines are drastically less and where traffic is transitioning from 35 MPH to 25 MPH. In contrast, both East Main and Park Drive are 25 MPH.

 

Safety was also enhanced by the realignment of Park Drive at Main Street. I previously provided a copy of Thrasher’s revised drawings. The realignment would bring Park Drive into East Main at a 90-degree angle, rather than its current 45-degree angle. The realignment will have the positive effects of:

• shortening the crosswalk by approximately 18 feet (nearly ½) and increasing safety
• slowing traffic down from East Main turning onto Park Drive, also increasing safety
• making the transition/realignment at the north end of Park Drive from East Main easier to accommodate with future projects (future shift at north end of Park Drive to east to accommodate the SRTS SUP).
• reducing the amount of pavement, resulting in current and ongoing future savings.

So, with that background, in reviewing the prospects for obtaining funding for Park Drive, in consultation with our engineer, Thrasher, our chances are enhanced if we split Park Drive into three phases.

 

• Phase 1 – Phase 1 would be Park from Main Street to the south side of parcel 7001911. It runs approximately 510 feet and would include curb and gutter and the SRTS SUP on the east side. I would recommend to Council we apply for OPWC funding.
  
• Phase 2 - Phase 2 would be from just outside the existing floodplain (contour 974) to 7th Street. It runs approximately 355 feet.I would recommend to Council we apply for OPWC funding.

 

• Phase 3 – Phase 3 would be the phase we would apply for SRTS funding through ODOT. Phase 3 would be for the portion of Park Drive that runs from the south side of parcel 7001911 south, over the levee and over the creek to just outside the existing floodplain (contour 974). This will be the most challenging portion, because not only does it have to go over the US Army Corps of Engineers’ levee but also through floodplain. Based on the rough estimate, SRTS would be able to pay for both engineering and construction, with no Village share. While funding through ODOT SRTS would be available until 2022-2023, that would provide adequate time to complete all the environmental and engineering tasks. And, based on the fact that this would be at that point the final portion needed to connect the SRTS SUP from Wabash and Main to Fairless Elementary School, we would have an enhanced chance to receive funding. The cost from our initial application is reduced due to:
• Reduction in length
• Reduction in cost, because by moving from the west side to the east side, most could be built as a surface path versus a boardwalk.
• A less expensive way to cross Elm Run.
• Showing the number of tasks actually completed in the SRTS Plan and showing the timeline to complete the rest.

We are eligible for up to $400,000 in additional SRTS funding, and can apply for 100% funding, including engineering costs.

I have received a lump sum proposal from Thrasher to prepare and assist with preparing an application for 2020 Safe Routes to School round (funds available Fiscal Year 2023) in the amount of $3,960, to be completed by February 28^th.Because of the tight timeline of March 6^th (the SRTS application deadline) we need to move forward expeditiously to meet the application deadline.I plan to authorize Thrasher to proceed,unless there is an objection.

• SRTS Plan Implementation. I would like to schedule a meeting of the Streets, Alleys, Curbs, Storm Sewers, and Sidewalks Committee to go over what has been done to date to implement the SRTS Plan, including both Village costs and grants we have or expect to receive, as well as discussing the projected costs, so that Council has a good understanding of where the SRTS Plan stands.

 

• OPWC Grant – East Main Street Paving & Rehabilitation Project. Bids were opened on December 16^th, 2019 for theEast Main Street Paving & Rehabilitation Project. The bids have been reviewed, and the recommendation from Thrasher is to award to the lowest (and best) bidder, which is Northstar in the amount of $99,990.

The Village received a $51,964 grant for the East Main Paving and Rehabilitation Project from OPWC Small Governments. The construction estimate was at the time of application $103,800, plus $2,250 committed for bidding, for a grand total of $106,050. The Village share was scheduled to be $54,086. A number of portions of the East Main Street Paving & Rehabilitation Project address tasks established by the SRTS Plan.

• 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.

 

• Alley Vacation. I have received a lump sum proposal for the vacation of two dedicated alleys in the Village of Brewster from Thrasher Engineering in the amount of $3,870. This is the alley behind 641 Horton we have discussed previously. The first alley is 10 feet wide and runs parallel to Church and Horton – Church to the west and Horton to the east. It is approximately 410 feet long. The second is also 10 feet wide and runs approximately 125 feet from the previously described alley to the west to Church, along the north property line of parcel 7001847. As the amount is reasonable, I will be proceeding with Thrasher preforming the survey and preparing the vacation plat.
• Street Department – Storm Drainage. We have purchased the materials and begun 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 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.

 

• Potential Transmission Project – Sale of 69kV Assets. A committee meeting is scheduled for 6:15 pm January 21^st for the proposed purchase of Village 69kV assets.

 

We opened proposals for the purchase of the Village’s existing 69 KV Transmission Line and Assets and Establishment of a Second 69 KV Interconnection on December 2, 2019. We received one (1) proposal, which was from AMP Transmission. The proposal was forwarded to Courtney and Associates for review.

 

I have been in contact with Courtney and Associates, who will provide a formal written recommendation, but at this point indicates that the proposal should be pursued, and a formal contract negotiated between the Village and AMP Transmission for the purchase of the Village’s existing 69 KV Transmission Line and Assets and Establishment of a Second 69 KV Interconnection.

 

I have also been in touch with AMP Transmission regarding their proposal to purchase the Village’s existing 69 KV Transmission Line and Assets and Establishment of a Second 69 KV Interconnection

 

To refresh Council’s memory, the Village’s request for proposals for the purchase of the Village’s existing 69 KV Transmission Line and Assets and Establishment of a Second 69 KV Interconnection included:

 

• Sale of the Village’s transmission line from First Energy’s Harmon Substation (dedicated exit) to the Village’s Substation, at a minimum price of our investment cost less depreciation.
• Sale of the 69kV switches and assets at the substation, again at a minimum price of our investment cost less depreciation. (Some of these assets are being constructed/installed currently as part of the Substation Upgrade/Expansion Project).
• Requirement that within a reasonable period of time (i.e. 3 years) that the purchaser construct a diverse second feed to our substation (i.e. from feed to west, east, or south that does not directly interconnect with our Harmon feed from First Energy)
• The ability to repurchase the transmission line(s) and other 69kV assets in the event that the purchaser fails to construct the second diverse feed and/or the purchaser divests itself of the transmission line(s) and other 69kV assets for any reason (first option to purchase) at the price paid (and documented cost of construction of the second diverse feed, less depreciation)
• An option for maintenance to be done on the transmission line(s) and other 69kV assets by the Village of Brewster.
• That the purchaser of our transmission line and 69kV assets files to recover all its costs, including the construction costs for the second diverse feed) either through FE’s and/or AEP’s zonal transmission rates (PJM) and not directly assign any of said costs to Brewster.
• That the Village MAY enter into negotiations with the lowest and best proposer.
• Even if it enters into negotiations the Village MAY STILL determine to withdraw if the Village feels it is in the best interests of the Village to do so.

 

     Some of the advantages of the proposed Village Transmission Project are:

 

• to allow for and have constructed a diverse second feed to our substation (i.e. from feed to west, east, or south that does not directly interconnect with our Harmon feed from First Energy) to provide redundancy.
• to have a diverse second feed to our substation without the Village having to pay the cost with Village funds (considerable savings).
• to return a considerable sum to the Electric Department, allowing rate stabilization and/or even rate reduction.

 

So, in order to move forward I am requesting Council grant me the authority (with assistance from our Law Director, and as needed from Courtney and Associates and GPD) to enter into negotiations to generate the necessary legal documents to complete the proposed sale. 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. Please feel free, as always, to contact me if you have any questions or need me to obtain any additional information.

 

• AMI (Advanced Metering Infrastructure) – Bidding and Bid Specifications. On Tuesday January 14^th the Village and CT Consultants had the “kick-off” meeting for the Brewster AMI Project bid specifications.The specifications are well under way. We have followed up on the meeting by providing information regarding number and type of electric meters and specific information for the front end of the 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. I have advertised for loan terms for the Fire Station Addition, with the bid opening occurring January 23^rd, 2020 at 1:00pm.

 

• Fire Station Addition - Construction. The specifications for the Fire Station Addition have been put out to bid. Because of the holidays, it was determined to advertise for the maximum four (4) consecutive weeks prescribed by Ohio Revised Code 731.141. The advertisements have appeared in the Canton Repository on:
• December 13^th
• December 20^th
• December 27^th
• January 3^rd

 

Bids were scheduled to be opened Thursday January 23^rd, 2020 at Noon. During the pre-bid walk through on January 8^th, there was an indication from a couple of potential bidders that because of another bid deadline for an area project, they would like to postpone the bid opening by a day, so the new bid opening is Friday January 24^th at noon. All plan holders have been notified.

 

• Fire Station Addition – Construction Administration Services. We received a proposal from Sol Harris Day (Bill Griffith) to provide construction administration services for the Fire Department Addition. Their price is $13,000 or 1% of the estimated construction costs. Depending on which contractors are awarded the bid, they could agree 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.

 

We considered others to provide construction administration services, but if we had chosen to work with someone else, that is fine, the building department would still require that Sol Harris Day remain the design professional of record. Any changes to the project that need to be submitted back thru the building department would still need to come from their office with their stamp on them. In the end, because of Sol Harris Day’s familiarity with the project and the necessity to keep them involved at minimum for interaction with the Stark County Building Department, staying with them for Construction Administration Services is the best choice.

 

• Fire Station Addition – Alley Widening. With the break in the weather, we proceeded with widening out the alley entrance north of the Sturm lot. We are widening out the alley for two (2) way traffic so that we will have safer access to the new Fire Station Addition/Offices, which will face the alley. Parking will be moved to the rear of the Fire Station Addition once that project is complete, since the parking lot to the east on Main will be eliminated and vehicles cannot park in front of the station apparatus doors. The cost was $2,516.

When the weather breaks, we will be addressing further changes to the alley itself.

 

• 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.

 

As I informed Council, we have begun getting a flatbed installed on the old plow truck, at an approximate cost of $3,700. To be effective, there needs to be a vehicle that can dedicated to apply brine (or a salt spreader that also can store enough brine) because that vehicle cannot be concurrently used to apply salt and plow, so we have identified that vehicle.

 

The flatbed is being installed so that a brine application tank that feeds a spray bar at the back of the truck to apply salt brine can be attached. We have been researching manufactured units and their costs, so we can compare those to us assembling our own unit. We have been looking at a number of brine tank/spray setups. We have obtained prices, and Street Superintendent Rick Patterson went to look at a brine tank/spray setups Turbo Turf in Pennsylvania yesterday. We had a price from a dealer, but the manufacturer, Turbo Turf, gave us a better price at $6,885 for a 750-gallon tank, hydraulic controls/controller, and a three (3) lane spray bar. The three (3) lane spray bar will allow us to do two (2) or three (3) lanes at the same time. I have provided Council with a web page they can visit - https://icecontrolsprayers.com/ to review the brine tank/sprayer. There is also video that shows a smaller version in action at https://turboturf.com/video-gallery/  that Council can review - click ice control sprayers. We have ordered the 750-gallon Brine application tank, and it should be completed within four (4) weeks).

 

While the Superintendent was at the manufacturer’s (Turbo Turf’s) facility, he also had an opportunity to review their Brine Maker. We have been proceeding with the belief that the cost for a Brine Maker was cost prohibitive, based on my past experience and preliminary investigation. In addition, we have been proceeding with the premise that we would be utilizing the brine tanks installed by the State of Ohio Department of Transportation at its Richville Drive at Route 30. ODOT has brine stored on site and has graciously extended the opportunity to surrounding political subdivisions to use. The terms for Brewster to use their brine are for every 1000 gallons we use we have to “return” or supply 1 ton of salt. That makes the first portion of the cost factor now very cost effective. However, after reviewing the Turbo Turf Brine Maker, and its cost of $5,996 for an 800 gallons Brine Maker (demo unit, which saves $1500 in cost) it makes more sense for the Village to purchase the Turbo Turf Brine maker and manufacture the brine on site. Doing so will save approximately 45 minutes per trip to fill our brine tank, in addition to saving time delivering 1 ton of salt to ODOT for each 1000 gallons used. We can have the tank filled before a storm, and immediately refill with the 800 gallons in the Brine Maker. I have provided Council with a web page they can visit - https://turboturf.com/video-gallery/ that Council can review - click brine maker, BM-450 (we are getting a larger size, but process is the same), that shows a smaller version in action.

 

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 – 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 – LED Replacement Street Lighting. Efficiency Smart sent the Village a check for 50% of the cost for 50 LED Replacement Street Lights in the amount of $10,222.25. The Village will save an estimated $3,523 is energy costs. Based on the Village’s net cost for the 50 LED lights, the Village’s investment will be paid off in 3.8 years.

 

• 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 – 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.

 

• Holiday Decorations. Last year we replaced some of the Christmas decorations, those on the decorative downtown poles.  We saved money by having the electric Department installing the bulbs in the fixtures.

 

The angels have lights that are out, and to restore them we would have to restring/rewire the affected lights, as the sockets need replaced where lights are out.

 

We were looking into purchasing the same decorations (snowflakes and candy canes) as we did last year for the 14 new decorative lights, we will be installing on Wabash South to keep the decorations on the decorative poles the same. The cost for 14 would be $5,026.

 

We discovered that the price is reduced post season. So that:

 

• we have all our decorations consistent throughout the Village, and
• to take advantage of the sale price
• so that all the decorations will function and have all the lights working

 

instead of ordering 7 LED Star Snowflakes and 7 LED Candy Cane w/ Bow decorations, I plan to order 25 of each. The cost for the decorations will be $17,950, an increase of $12,924. We also need mounting brackets for our power poles (20) at a cost of $480. The grand total is $18,430, plus shipping. The funding would come from the Electric Department. An additional advantage of the new decorations is that they use less electricity than the current decorations.

 

Unless there is an objection, I plan to proceed with the purchase.

• AMP – Public Power Certification Training. AMP is offering Public Power Certification Training starting Feb. 4, 2020 at no cost to member community officials. I have forwarded the registration information as well as a registration form. It is an opportunity for Council to become more knowledgeable on the public power process and issues. I have taken the courses. They are helpful. Please note that while there are set times for the webinars, when I took it, they also archived them so they could be viewed at other times.

• Joint Economic Development District (JEDD) – Tuscarawas Township. A representative of Tuscarawas Township dropped off a draft of a JEDD agreement between Brewster and Tuscarawas Township. He explained that it has been drafted so that it can be used as a pattern agreement for any future potential JEDDs entered into between Brewster and Tuscarawas Township. I will be forwarding it to our Solicitor, John Anthony, for his review.

 

• Yard Waste – Christmas Tree Drop-Off. The Yard Waste facility will remain open in January for both Brewster residents and Solid Waste District residents for Christmas Tree drop-off and yard waste.

 

• 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.

 

Council Member Hilliard asked if we were donating/selling the angel Christmas lights.  VA Miller said yes.

 

Council Member Hilliard asked where the money for the alley expansion was coming from, the Fire Fund or the Street Fund?  VA miller stated he was hoping the contractor does the work au gratis.

 

Council Member Long asked how far the two lanes would extend in the alley.  VA Miller stated it will only go as far as the north-south alley that goes to 4^th St. SE.

 

Council Member Hilliard stated he was ready to move on the Welty Cemetery as soon as he sees the policy prepared on how it is run.  Rates were also discussed.  It was determined that an ordinance would have to be prepared that would include the policy.

 

Council Member Fox had discussed a message he received from a Mr. Mast at the last meeting and asked VA Miller if he had spoken with him yet.  VA Miller stated he has not been able to reach him yet.

 

Fire Pay = $ 2531.20 for January 10^th and $ 2639.68 for January 24^th for a total of $ 5,170.88.

 

BWC True-Up:  In December 2019, the BWC estimates how much the Village will owe for the coming year.  We paid $20,918 in December and the true-up was $3118.  So, the total ended up being $24,036. Last year was $29,914.  We have also received two rebates this year: $418 lapse-free rebate and $268 for our go-green rebate.

 

The Semi-Annual Report to Stark County Safety County has been submitted along with our 300AP to the BWC.

 

The Village received a Firefighters Exposure to Environmental Elements Grant Program grant. The total amount of project is $9,976 with the village only owing $1,662.67.

 

January 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.  Requesting Council have an ordinance drawn-up for the 2020 Appropriations
• OPERS Non-contributing list - Complete
• BWC True-Up - Complete
• State/City/School District reconciliations
• W-2 prep and distribution
• IRS 941 Annual Reconciliation
• 1099 prep and distribution
• 2019 Financial Report Preparation and review
• Begin the Hinkle Report

The Brewster Sugarcreek Historical Society is requesting a donation to help with the replacement windows at the Wandle House.  Their request is for $500.

 

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

         

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve the fire pay for January of $ 5,170.88.  The vote: All yes.

 

COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carried to appoint Council Member Radich to the Planning Commission.  The vote: All yes.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to prepare legislation authorizing an application for ODOT SRTS funding for Phase 3 of the Park Drive Project and to prepare a joint resolution in support for the SRTS with the school.  The vote: All yes.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH to authorize the Village Administrator to make application for the 2020 Municipal Road Fund grant for West Chestnut Street from Wabash Ave. to Muffly Ave.  The vote: All yes.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to create legislation for the 2020 Appropriations.  The vote: All yes.

 

Council Member Schwab asked if the construction administrative services would be considered a separate contract and could be awarded by motion or was it required to be bid out.  Solicitor thinks it is a separate contract that does not require bidding but will research to make sure.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carried to prepare legislation increasing the annual payment to the Brewster/Sugarcreek Historical Society from $ 1,000 to $ 1,200 for the use of the lower level as a tornado shelter.  The vote: All yes.

 

COUNCIL MEMBER RADICH MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to schedule a Street Committee meeting on February 3^rd at 6:30 PM to discuss the Safe Routes to School project.  The vote: All yes.

 

VILLAGE SPEAKS: Communications Received by Council members from Village residents

Mayor Hawk asked the students in the audience to introduce themselves.

 

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

 

Respectfully submitted,

 

Kris King, Clerk-Treasurer

 

Charles Hawk, Mayor