August 3, 2020 Meeting Minutes

 

Due to the COVID-19, this meeting was permitted by Sub.H.B.197 to be held through a conference call.  Notification was sent to the Massillon Independent, The Far Corner, posted on the front doors, and posted on the BrewsterOhio.com website.

 

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 to the flag.

 

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 July 20, 2020 Council meeting minutes.

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to approve the minutes as read.  The Vote: all yes.

 

COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to accept the bills in the amount of $ 457,233.67.  The vote: All vote: All yes.

 

 

There were no guests.

ORDINANCE 48-2020:  An Ordinance Amending and Correcting Ordinance 37-2020 Authorizing the Sale of Brewster Electric Utility 69kv Electric Transmission Line & Electric Substation Assets to AMP Transmission, LLC (AMPT) and to Correct the Purchase Price in Section 3 and Declaring an Emergency was given first reading.

 

Solicitor Anthony explained that the Village is now ready to close the sale of the 69kV Transmission Line.  The final documents were received today.   Unfortunately, since so much time has passed since the original ordinance passed, depreciation has changed the price of the assets.  VA Miller stated the original ordinance wasn’t passed under emergency, the original agreement for the closing date was July 1^st and had to be moved to August 1^st.

 

 

MUNICIPAL DEPARTMENT REPORTS:  

      ordinance for annexation for next meeting.

      Close.

      according to the contract she signed with the Village.  It was stated that the Mayor, VA, and Chief

      will be working on a letter.

 

COMMUNICATIONS: 

Clerk King received the following email from David Godwin that he asked to be read into the minutes:

“I was told a person was hired or contracted to paint fire hydrants and they were going to receive $45 per hydrant. I am not sure why it wasn’t advertised to the public. I feel by simply giving someone a job because of a friendship it completely wrong. I feel there should of been some kind of process that includes interviews. I heard the person had contracted and not hired. Do they have all the proper bonding and are they paying into all the proper places. I was told that 1 person was suppose to be painting but I have seen as many as 3 persons painting. I think there is plenty of village workers and plenty of time to allow all of our full timers to do it. Did anyone ask if any of the FD and PD employees would want to do it. I know there’s several none for profits that would of been all over $45 per hydrant. I feel hiring or what ever you want to called it while some employees aren’t working on the job. I am not sure why council didn’t not vote on the hydrants and I am not sure who decided not to advertise so other residents had at least a chance to apply for it. I would like a written response by the Honorable Mayor Hawnk Thank you for your time.” 

 

VILLAGE ADMINISTRATOR: Mike Miller

Council received the Village Administrator’s report last week to review.

 

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

 

 

 

 

Administrator’s report for period 7/21/2020 thru 8/3/2020:

 

• ODOT – Paving RT 93. Karvo has completed paving. They are now addressing water boxes, sanitary sewer manholes, sealing joints, and will be addressing painting lines, including parking spots. I will keep Council informed.
  
• Bimeler Park Walking Path Repair and Sealing. The walking path repairs and sealing in Bimeler Park near the basketball court and skate park is scheduled has been delayed. I will let Council know when the work is rescheduled. I am attempting to coordinate the concrete work with the sealing so that the path is affected for a minimum amount of time. The existing path, which is affected by trees, will be removed, the new alignment dug out, the existing path filled in with the portion being removed, and the new path formed and poured and the remainder of the path sealed.
  
• Bimeler Park Pavilions/Shelters. The roofs and the ends of both pavilions/shelters closest to the basketball courts are in need of repair. Based on the shade and locations, we solicited quotes for both shingles and metal roofs. Based on the quotes, we have determined to proceed with metal roofs. The low quote of $6,900 for both was from Troyer Roofing. The reroofing and repairs are not scheduled to begin for a couple of months.

Council Member Hilliard is worried the metal roofs will be destroyed.  VA stated the vendor will make them as vandal proof as possible.

 

• Water – Well Cleaning. Peerless Midwest has completed their work and Well #4 has been put back in service.

 

• East Main Street Paving and Rehabilitation Project. The East Main Street Paving and Rehabilitation Project is well underway. We are awaiting grinding and paving, which should take place shortly. The project should be completed well before the new project end date of 8/31/2020 from OPWC.

 

• 2020 Paving Program. We continue to meet with Superior Materials & Asphalt regarding the paving list, with particular attention on 6^th Street SE to assure that we re-establish drainage on the north side where we paved without grinding in the past and blocked downspout drains.
  
• Natural Gas Aggregation. The Village continues to monitor natural gas prices for the Village’s Natural Gas Aggregation Program with Independent Energy Consultants (IEC) and Volunteer for the Village Residents’ Natural Gas Aggregation Program for the 2020-2023 period, waiting to strike a final price

 

• Fire Station Addition – Progress. Construction is going well.

 

• Fire Station Addition – Electric Change Orders. There are no change orders for this meeting.

 

• Fire Station Addition – General Change Orders. There are no new general change orders for this meeting. There is one in progress to extend the sidewalk/curb at the southwest side of the addition to add a parking space and address drainage issues that have affected the area.

 

• Jefferson Ave Sanitary Sewer Project. The Jefferson Ave Sanitary Sewer Project is moving forward.

 

• Advertising will take place in the Repository on August 10^th, 17^th, and 24^th.
• A Pre-bid Meeting is to be held Tuesday August 18^th at 8:30 am.
• The bid opening is scheduled for September 1^st at 10:00 am.

 

A reminder that because of the CDBG Funding, Stark County is handling the contract process.  As done with all past projects undertaken in the Village of Brewster utilizing CDBG funding, the Stark County CDBG Office is bidding this project on behalf of the Board of Stark County Commissioners & the Village of Brewster. As such, their office has developed the spec book, has had the Board of Stark County Commissioners approve it, has set advertising and meeting dates, and bid the project from their office. The Village of Brewster does not have any responsibility in regard to these matters except to attend necessary meetings. In fact, once the bid is opened at the Board of Stark County Commissioner’s office, the Stark County CDBG Office will develop the bid tab and remit it and the bids to Hazen & Sawyer, as the project engineer, for review and acceptance. They will then assemble the contract documents for the Board of Commissioners to approval and award the contract. Once construction contract documents are fully executed, their office will hold a pre-construction meeting, and then the Board of Commissioners will issue a Notice to Proceed & construction work can commence.

 

There will also be coordination with OPWC as well.

 

• Electric Rates. I have forwarded a copy of Courtney & Associates’ PowerPoint regarding their Electric Rate Study. Their recommendation on rates (ordinance is before Council) represents a reduction in rates across the board. Their recommendation also includes using the proceeds from the sale of the 69kV transmission lines and assets to pay off the loan with AMP for the Substation Expansion/Upgrade.

 

If anyone has questions prior to the scheduled adoption of the ordinance, please get them to me and I will attempt to get answers so they are on the record.

 

The “goal” is to have the new rates in place before the bills go out in September. The rates would be effective retroactively to July 1^st. To adjust there would be a one time “adjustment” in the bill going out in September to give customers a “credit” for July and August.

 

• Sale of 69kV Transmission Lines and Associated 69kV Assets. We should be closing on the sale approved by Council the week the week of August 3, 2020.

 

• Electric Department – Wabash Lighting. We have been assembling the light poles for South Wabash (adding outlets for holiday lighting, and flagpole supports, and wiring) and began theinstallation of the decorative street lighting on South Wabash.

 

• Planning Commission Meeting August 20^th regarding New Fairless High School Conditional Use Application. A meeting of the Brewster Village Planning Commission has been scheduled for Thursday August 20, 2020 at 7:00 pm in Council Chambers at Brewster Village Hall at 302 South Wabash Avenue, Brewster, Ohio. At that meeting, the Planning Commission will be accepting an application from Fairless Local School District for a conditional use permit to build a new 9-12 High School on parcel number 10010430 facing 7^th Street SE. At that time, the application is considered officially filed.

The August 20^th meeting, the Planning Commission, due to restrictions in place as a result of the COVID 19 pandemic and current orders in place by the State of Ohio, will be held via “Zoom”, as the Village cannot allow more than a maximum of 10 persons in Village Hall. Persons interested in observing the proceedings can contact the Village Administrator at 330-767-3931 and will be provided the required information to log into the meeting.

At the August 20th meeting, the Planning Commission and Fairless Local School District will be providing information regarding their application for a conditional use permit to build a new 9-12 High School, and the Village Administrator will be providing the Planning Commission information he has obtained regarding storm water and traffic study. Questions may be asked by the Planning Commission, and if time allows questions may be posed by the public as well.

At the expiration of the August 20th meeting, the Planning Commission will recess the meeting to a future date. Village regulations require that within 20 days after the application is officially filed the Village Planning Commission shall review and consider the application, make its findings public, and approve, disapprove, or modify the application after a public hearing. The date set at the expiration of the August 20th meeting the Planning Commission Meeting will be the public hearing, at which time the public will be given an opportunity to submit comments or questions in writing, provide testimony or ask questions, pursuant to the same process (“Zoom” Meeting) as the August 20^th Meeting. At the conclusion of the convening of the recessed meeting, the Planning Commission may review and consider the application, make its findings public, and approve, disapprove, or modify the application OR recess to another date.

Ultimately the Planning Commission must make findings of fact and conclusions based upon properly admitted evidence, so anything that the public wishes the Planning Commission members to consider should come in during its meeting and/or public hearings. Planning Commission members are under no obligation and if fact have been discouraged from discussing the application outside their official meetings and/or public hearings.

 

Application materials are available for inspection at Brewster Village Hall at 302 South Wabash Avenue, Brewster, Ohio. Comments and/or questions may also be submitted in writing at that address prior to August 20^th or prior to the reconvening of the recessed meeting.

Every effort is being made to allow full public input while observing the restrictions in place on public meetings.

• Electric Vehicle Charging Stations. I have updated Council on installing Electric Vehicle Charging Stations in Brewster.

 

As I indicated earlier, the State of Ohio solicited bids for EV Charging Stations, and awarded contracts to Charge Point, Inc., Donovan Energy, EVunited, and Sway Mobility, Inc. We met earlier in the year with representatives from EVunited. As I also indicated, 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.

 

Recently the State of Ohio has opened the application process for the installation of Level 2 Electric Vehicle (EV) Charging Projects. We have followed up now that the EV Funding will be available, and we have received a proposal from EVunited upon which we can proceed with the application process. The application process closes September 30^th.

 

The bottom line is that IF the Village received the full $15,000 per location grant from the State of Ohio, we would be responsible for at least an additional $9,940 more in matching costs, which could come from the electric fund.

 

 

Council Member Fox asked what the benefits would be for our Electric Department.  VA Miller stated we would get back for the vehicle charging, other than that just bringing people into town and to our businesses.

 

The initial spot for the charging station was on 4^th Street but a better location was decided on at the bump out on East Main Street.  There would be two unattended charging stations that would require a credit card or prepurchase card.  The power would be from the line for the planned lights on Main Street that would come from a drop from the Cleveland Avenue line.

 

Council Member Hilliard stated there is a resident down there that is not in favor of it.  The resident doesn’t want it in front of his home.  VA Miller stated he is trying to get power and it would not be in front of any homes.  It would be 75 feet from the home in question.  Council Member Hilliard stated he thinks it is unnecessary and stated no resident asked for it.

 

• Sidewalk Fund Expenditures. Since there are questions about what are proper expenditures from the Sidewalk Fund, I am requesting that Council clarify what it means by “construction, maintenance, repair, and replacement of sidewalks within the Village”. I would request that ADA Ramps be addressed specifically, since I view ADA Ramps as appropriate and covered by “construction”.

 

IF it is determined that ADA Ramps are NOT included as a proper expense from the Sidewalk Fund, I would request direction from Council as to where ADA Ramps are to be paid from, or that Council create a specific account for ADA Ramps.

 

IF it is determined that specifically the hard surfacing of the of the 7th Street Shared Use Path between Park Drive and Amherst is NOT an eligible cost for the Sidewalk Fund, then the $30,000 that was placed in the sidewalk Fund be transferred to the fund that Council determines those costs should be paid from.

 

Council Member Fox stated the sidewalks on Huron are horrible.  VA Miller stated they are on the list.  He has a priority list based on the usage of the sidewalk.  Right now, he is looking into the sidewalk from the Hardware to 4^th Street.  He also stated there are a number of streets out there that need attention.  He also has to watch the tree budget because many of the areas need tree removals in order for the new sidewalks not to be returned to the same condition.

 

Council Member Fox also asked if the VA had taken care of the branches for the woman on 2^nd Street that had were hanging down on her steps.

 

• Mosquito Spraying – Stark County Health Department. The mosquito spraying scheduled for July 21^st was completed as scheduled. The future tentative spray dates for Year 2020 (weather permitting):

 

• August 4, 2020
• August 18, 2020
• September 1, 2020

 

I would like to pass on the information and cautions from the Stark County Health Department:

• SPRAYING WILL TAKE PLACE AFTER 8:00 PM ON THE SCHEDULED DATES.
• IN CASE OF RAIN, HIGH WINDS, OR COLD TEMPERATURES, SPRAYING WILL BE POSTPONED.
• PERSONS WHO SUFFER WITH RESPIRATORY AILMENTS MAY VACATE THE AREA.
• BEEKEEPERS SHOULD TAKE THE NECESSARY PRECAUTIONS TO PROTECT THEIR HIVES.

 

Additional items discussed:

• The price for Miller’s Reliable Waste to do a trash pickup the weekend after the garage sales is $5,700.  That is up from $5,300 last year.
• The VA is looking for specifications for a building in order to house the police cars.  He has found spec’s through Ohio Cooperative Purchasing.  This will save the Village money.
• Tires had to be purchased for the front-end loader at a cost of $1,700.
• Meeting of the Landbank: discussed target acquisition of vacant land that is tax delinquent.  That would gather the property under our umbrella.

 

VILLAGE MAYOR: Charles Hawk
1.  ProCare Services contract:  There is a contract for one-year service for one of our LifePak 15’s and

the LUCAS (CPR) machine at a cost of $2,723.40.  Asst. Chief Mohler explained the importance of these contracts for both valuable pieces of equipment.

     motion will need to be made by Council.  She volunteered a while ago, but no official action was

     taken.

4. Ken Damewood has resigned his position from the Zoning Board of Appeals.

July Month-to-date and Year-to-date reports were placed in Council’s mailbox over the weekend for review.

 

Fire Pay = $3,183.85 for the August 7^th payroll.

 

Wichert Insurance Services and USI have submitted their quotes for the property and liability insurance.  Assured Partners has their information and will be submitting soon.  Does the Insurance Committee wish to meet in the near future to decide which direction the Village wishes to go? 

 

I am currently working on the 2021 Alternative Tax Budget.  I will have the figures for the next meeting.

 

 

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

Chief Colucy and Asst. Chief Jen Mohler reported on the Paramedic Program Staffing meeting on July 27^th.

 

Village-wide Garage Sales – August 14^th and 15^th

__________________________________________________________________________________

         

From Fire Chief Colucy: Purchase of bullet proof vests.  The Chief stated he is holding off.  He is having a meeting with a security guard from Mercy Medical Hospital.  There is a grant that will cover the vests but not the side panels.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to advertise for up to 5 part time Paramedics.  The vote: All yes.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve the August 7^th fire pay of $3,183.85 from the Fire Equipment Fund.  The vote: All yes.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to schedule a Fall Trash Pickup at a cost of $5,700 for the weekend after the garage sales with the north side of town picked up on Saturday, August 22^nd and the south on August 24^th.  The vote: All yes.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve the ProCare contract at a cost of $2,723.40 out of the EMS Fund.  The vote: All yes.

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to accept the Mayor’s recommendation of the appointments of Danielle Nicewander and Alan Swagard as part time Patrol Officers pending a physical, drug screen, and background check.  The vote: All yes.

Council Member Hilliard asked if the officers will be getting hours.  He has noticed a lot of turnover.  Chief Creter stated they will get hours and he can’t help the turnover.

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to appoint Sydney Radich to the Planning Commission.  The vote: All yes.

 

Council Member Fox wished Mayor Hawk a happy birthday.

 

There was a brief discussion on the annexation.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to schedule an Insurance Committee meeting on August 17^th at 6:30 pm to discuss the upcoming liability and property insurance ordinance.  The vote: All yes.

 

Council Member Hilliard was going to make a motion to not proceed with the electric vehicle charging station, but it was decided that no action served the same purpose.

 

Mayor Hawk stated that the August 17^th meeting would be held by teleconference.  He stated we will see what safety measures the Governor is issuing before we decide on the September meetings.

 

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to adjourn the meeting at 8:06 PM. The vote: All yes.

 

 

Respectfully submitted,

 

____________________________________________________

Kris King, Clerk-Treasurer

 

 

____________________________________________________

Charles Hawk, Mayor