June 1, 2020 - Meeting Minutes

MEETING MINUTES

BREWSTER VILLAGE COUNCIL

JUNE 1, 2020

7:00 P.M.

Due to the COVID-19, this meeting was held in the fire station bay to allow for social distancing. 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 MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to excuse Mike Schwab from this evening’s 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 to the flag.

MEMBERS PRESENT ON THE CALL:

Charles Hawk, Mayor

Dale Fox, Council Member Andrew Hess, Council Member

Thomas Hilliard, Council Member Brett Long, Council Member

Sydney Radich, Council Member

VILLAGE OFFICIALS ON THE CALL:

John Anthony, Solicitor Kris King, Clerk-Treasurer

Michael L Miller, Village Administrator

MINUTES FROM THE MAY 18, 2020 REGULAR COUNCIL MEETING:

Mayor Chuck Hawk asked if there were any additions or deletions to the May 18, 2020 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.

PRESENTATION OF BILLS:

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to accept the bills in the amount of $ 57,629.82. The vote: All vote: All yes.

AUDIENCE:

Jim Eberly of the Fairless community would like to use Field #3 for his 14 and under baseball team this season. The Fairless Baseball Association has cancelled their season, but he has a group of boys that want to play. He has the proper liability insurance and would like the village to open the field and give him permission to use the field. The games would run mid-June through the third week in July with ten games, five of which would be home games. Council Member Fox asked the VA if the outfield repairs were in good enough shape for the boys to play safely on. Mr. Eberly stated it would be no different than the dirt on the infield. Council Member Hilliard stated that all the safety protocols would have to be followed by the visiting team as with the home team. This includes getting names, addresses, contact information on everyone there including spectators. The question was asked whether all the fields would have to be opened if we opened one. Solicitor Anthony has reviewed the directives and stated the directive has been renewed until July 1st. He reiterated that everyone needs to be made aware of the safety protocols. The Mayor, Police Department, and the Health Department are in charge of enforcing these rules. Council Member Long watched the boys practice the other day and stated the state’s safety protocols were being followed.

Police Chief Keith Creter and Fire Chief Chris Colucy were also in attendance.

PRESENTATION OF GUESTS:

There were no guests.

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

Third Reading: An Ordinance Authorizing the Awarding of a contract for the Advance Meeting Infrastructure Project. VA Miller stated there were still some items that need clarified before we pass this ordinance and asked that it be tabled until next meeting.

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to table the ordinance. The vote: All yes.

Third Reading: An Ordinance Authorizing a Contract for the Sale of the Village’s Existing 69 kV Transmission Facilities and the Establishment of a Second 69 kV Interconnection was given third reading. The original plan was to bring this ordinance forward for passage, but VA Miller asked that it remain tabled at this time while a possibility of having to lease and the costs involved are explored.

Second Reading: An Ordinance Amending the Transportation Agreement Language with the City of Massillon in Section 3, Reportable Offences, to Comply Better with the State of Ohio Executive Order 2018-03K.

ORDINANCE 31-2020: An ordinance authorizing entering into an agreement with the Board of Stark County Commissioners regarding the Community Block Grant Program (under Emergency)

was given first reading. VA Miller explained that if we don’t pass it under emergency that we are in jeopardy to lose $441,959 in grant money for our Jefferson Sanitary Sewer Project.

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

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

ORDINANCE 32-2020: A resolution to reopen the ballfields in the village parks with conditions and declaring an emergency was first reading.

COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER FOX to amend the resolution to open only Field #3 for organized sports. The vote: All yes.

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

COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER RADICH to pass the resolution as amended. The vote: All yes.

RESOLUTION 33-2020: A resolution of appreciation for Wallace (Wally) Davis was given first reading.

COUNCIL MEMBER RADICH MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to pass the legislation as presented. The vote: All yes. Clerk King read the resolution.

MUNICIPAL DEPARTMENT REPORTS:

A. FIRE DEPARTMENT: Chief Chris Colucy

Year-to-date calls = 290.
The Chief is requesting to send Hallie Swonger to EMT Class at Wayne County Training Center starting in July at a cost of $1,700.
The Chief reminded Council that Jared Baer had been approved to attend paramedic training last year, but the class was full.
The Chief is recommending the appointment of probational firefighter Taylor Murray pending physical, background check, and drug screen.
The new pagers will go in service on Wednesday. No more siren. The South Fire Tower is being decommissioned and this is means the tornado siren will not work. We can pay $20,000 for each siren or purchase two pagers ($700 each) through Staley’s to be able to set the sirens off. Note: After the meeting and a conversation with Staley’s, it was determined the cost would be $2,000 - $3,000 each.
Adding outlets to the locker room was discussed. The plans had only two outlets and 13-16 are needed.
Amending the Pool Ordinance was discussed.

B. POLICE DEPARTMENT: Chief Keith Creter

1. Chief Creter emailed the monthly activity report.

Police Car Proposal: The Chief presented a proposal for the replacement of the two SRO vehicles. He wants to have five fully equipped vehicles which will include the replacement of the SRO vehicles. He provided stats and pictures of the vehicles that he wishes to replace. The Chief provided two plans: A and B. Plan A would be the purchase of two new PPV Chevy Tahoe’s and have them fully equipped. Plan B would be the purchase of one new PPV Chevy Tahoe and have it fully equipped. Then the Crown Vic would be decommissioned. The 2012 Expedition would then need to be repainted and have significant repairs. It would also have to have the other items added to it that it is lacking for safety. There was an extensive discussion of the pros and cons of the request. The Chief stated that Ganley of Aurora has the vehicles currently on the lot and ready to go. Councilman Hilliard was concerned that it might jeopardize the renewal of the Police Levee in 2021. He also asked if this has been brought up to the school to see if they would be willing to chip in. He asked the Clerk if there was enough money in the fund to support this purchase. The Chief is concerned that with the rioting and destruction of police vehicles around the country, these vehicles may become scarce along with the fact that they are not making 2021 vehicles. The discussion came down to securing the safety of the school, the officers, and the residents.

VILLAGE SOLICITOR: John Anthony

Solicitor Anthony has not received any additional information concerning the Jefferson Health Plan litigation.

Solicitor Anthony has not received any additional information concerning the appeal that commenced two plus years ago in Franklin County and Lorraine County relating to the constitutional challenges to the revisions to the Municipal Income Tax i.e. HB 49 and HB 5 particularly as to the central processing of receipts by the State that was argued May 13^th in the Ohio Supreme Court. The appeal seeks to declare that such central processing is unconstitutional in violation of Home Rule rights of local governments.

Solicitor Anthony has not received any additional information concerning the JEDD Agreement with Sugarcreek Township.

COMMUNICATIONS:

Ohio Flags of Honor Memorial: July 31^st though August 2 at Barley’s Event Center in Louisville.

VILLAGE ADMINISTRATOR: Mike Miller

Administrator’s report for period 5/19/2020 thru 6/1/2020:

Potential Transmission Sale –Sale of 69kV Transmission Lines and Associated 69kV Assets. The Village opened proposals for the purchase of the existing 69 kV Transmission Facilities and Establishment of a Second 69 KV Interconnection on December 2, 2019.The Village received one (1) proposal, which was from AMP Transmission.

The proposal was forwarded to Courtney and Associates for review.Courtney and Associates has recommended we proceed with the sale.

AMP Transmission sent representatives to our January 21^st Council Committee Meeting:

Pamala Sullivan, AMPT, President

Lisa McAlister, AMPT, General Counsel

Ryan Dolan, AMPT, Director of Transmission

The meeting allowed Council to have a better understanding of the sale of the Village’s transmission line and an additional feed to the substation. The following subjects were discussed:

History of AMP Transmission, LLC.
ATSI Zonal Transmission Rate Projections
Zonal Cost Socialization
AMP Transmission Opportunities
Brewster’s need for a second transmission line
Brewster’s System Overview
Proposed System Reinforcement
Brewster Proposal Overview

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 with reimbursement from the new owners.
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.

Legislation to authorize the sale of the Village’s existing 69 kV Transmission Line and Assets and Establishment of a Second 69 kV Interconnection to AMP Transmission was drafted, and been given three (3) readings, but tabled until some final tasks could be accomplished. The tasks that were waiting for completion are:

Authorization to sublease the property currently being leased from Brewster Cheese to AMP Transmission (authorization has been received)
Authorization to transfer our easement for our 69kV Electric Transmission Line from RJ Corman to AMP Transmission (authorization is being finalized)
Documentation of ownership of a dedicated exit, five (5) poles, and an easement from First Energy to the Village of Brewster (near completion)
Authorization to transfer our dedicated exit, five (5) poles, and an easement from First Energy to AMP Transmission (near completion)
Completion of the Substation Expansion/Upgrade Project (scheduled for completion June 12th)

Those tasks have been completed or are near enough to completion that the legislation authorizing the sale of Brewster Electric Utility 69kV Electric Transmission Line and & Electric Substation Assets to AMP Transmission is ready to be taken up by Council.

Law Director John Antony and AMP Representatives have worked the contract language and it has been finalized.

I also am having GPD update the value/cost per the bid specifications and passage of time. I am supposed to have that number for the meeting.

It is my opinion/recommendation that Council lift the pending legislation from the table and take action to approve said legislation. VA received information since the printing of this report concerning a possible lease and wishes to keep the ordinance tabled.

AMI (Advanced Metering Infrastructure). I presented a PowerPoint at the Council of the Whole Committee Meeting on June 1^st to refresh everyone on how we got to the point that Council authorized bidding for AMI, and what the advantages are of AMI, so that Council can be provided all the relevant information before making a final decision.

Courtney and Associates, who did our most recent rate studies, is performing an analysis to determine whether the projected costs fit into the current and future established utility rates. Their results will be available Monday June 15^th.

I recommend that Council postpone taking action on the AMI Project until Monday June 15th when Courtney’s assessment is available.

Fire Station Addition and Village Hall Retaining Walls. I have two (2) proposals, one I consider a proposed change order for the Fire Station Addition, and the other I consider a price.

The proposed change order for the Fire Station Addition is to install a versa lock retaining wall on the east side of the new Fire Station Addition, towards the house. The proposed change order is $13,763 plus 10% O&P. My recommendation is that Council proceed with (accept) the prosed change order.

The price we received is for the same contractor who has proposed installing the versa lock retaining wall on the east side of the new Fire Station Addition to remove the “leaning” retaining walls to the south of Village Hall and replace them with versa lock retaining walls. The price we received is $11,000 plus 10% O&P. This has been on our “list” for some time. The current brick retaining walls are leaning and will at some point fall over.

Both retaining walls ae under the Village’s new 4-foot standard where we would need them engineered.

Fire Station Addition – Progress. A bi-weekly progress meeting was held on Tuesday May 26^th. It was again held in the Fire Station Bays where the Tahoe and grass fire truck are normally parked but were pulled out so that we could have 10 feet between each participant. Construction is going well and is on schedule. The floor is scheduled to be poured Wednesday May 27^th. Steel is scheduled to be delivered by the end of the week of May 25^th which will allow the second story to begin.

The following is the current list of proposed change orders for the Fire Department Addition that will need to be approved before we move forward on them (or declined) by Council at its Monday June 1^st Meeting to stay on schedule.

	Proposed Cost	Explanation
Tile shower walls (replaces fiberglass inserts)	$3,628.00 + 10%	Fiberglass inserts would have required additional work to fit in space and would be as durable as tile. Switching to tile increases both size of the space and durability. Credit of $1,100 received for deleting fiberglass inserts
Tile shower floors	$1,135.00 + 10%	Fiberglass inserts would have required additional work to fit in space and would be as durable as tile. Switching to tile increases both size of the space and durability. Credit of $1,100 received for deleting fiberglass inserts
Add door at southeast corner of Apparatus Bay	$3,345.00 + 10%	Improve access to facility.
Add two (2) steps and 343 feet of sidewalk to east side (connects alley entrance to Main Street entrance)	$3,449.49 + 10%	Improves access to facility and provides better ability to place retaining wall to the east.
Retaining wall on the east side of the Fire Station Addition	$13,763 + 10%	Needed to keep property to the east from eroding
Switch out paper towel dispensers with electric hand dryers	$2,730 + 10%	Make bathrooms “touch free”
Opening AS – welded frame, flush wood door, and finish hardware	$600 + 10%
Add stop arm closers to openings	$156.00 + 10%	To allow doors to be propped open and meet fire code
Opening 13 – hardware change to add exit devices less bottom rods and stop arm closers	$1,432 + 10%

Still to come are proposed change orders for switching to full glass garage doors and switching from combination entry to key fob and/or card entry system.

There is a change that a price was requested that was rejected before it was sent to Council - $9,992.50 to dye the cement in the new bays red.

East Main Street Paving & Rehabilitation Project. The East Main Street Paving & Rehabilitation Project is scheduled to begin in June. Northstar Asphalt is the contractor.

2020 Paving Program. The contracts have been signed for the 2020 Paving Program. Hopefully it should start in the near future. Superior Materials & Asphalt Is the contractor.

Water – Well Cleaning. As an update, Peerless Midwest is currently scheduled to start the well cleaning and rehabilitation work the week of June 22nd. They anticipate the well cleaning portion to be completed by July 3^rd. They then plan to return with the repaired pump after all approved pump repairs are completed. We expect this project will be completed prior to the project deadline of August 6^th, 2020.

Electric – Substation Upgrade/Expansion. Construction work is in the final stages on the Substation Upgrade and Expansion Project.The week of May 18^th, the new North Yard was successfully energized last week, and is currently energized without load.

The Village plans to shift the entire town load to the new North Yard Transformer TR3 and new North revenue meter #2 on or before the morning of Monday June 1st. This will allow the existing South Yard 69kV and 12kV to be totally de-energized to enable the start of the Phase II construction, including in-yard and 69kV pole line work. It is estimated that all Phase II work will be completed by Friday June 12th, at which point all three station transformers and town load will be energized via either main 69kV breaker M1 (revenue meter #1) or M2 (revenue meter #2). Our agreement with First Energy allows for one side or the other to be energized at the same time, but not both.

Parks – Opening. As the information is fluid, the Law Director and I will present the most current information at the meeting. The Tennis Courts will be opened with the safety rules posted.

Bimeler Park – Walking Path Repair. I have solicited prices to repair the walking path in Bimeler Park north of the tennis and basketball courts (and skateboard park). That section of the path has three (3) locations where the sweetgum tree roots have lifted the asphalt path creating large transverse cracks.

I looked at two (2) options to weigh the costs and potential effects of leaving the path in its current location:

Cost to “repair” in place versus moving the path to the south.
Both “repairs” were solicited in cement. Going back to 2015, then Mayor Schwab and Street Superintendent Rick Patterson made repairs in cement, as tying in short sections of asphalt would be more difficult and costly on small sections. I was informed that the LONG-term goal would be to convert the path over years to concrete, because of less maintenance and better resistance to cracking/weathering and shifting with settlement.
Factor in the cost to remove trees if repaired in place.
Factor in that US Army Corps doesn’t want replacement trees on their property, so trees and shade are reduced (it was suggested just do it and see if the Corps notices, but they noticed a small amount of dirt in 2017 within days)
Factor that we would be making improvement on property that doesn’t belong to the Village (Again, while continuing to not do the right thing is an option, we do so at our peril. US Army Corps could make us move it once they discover the work, or could create animosity between us that places in peril future projects)

The first quote was to do spot repair with cement - three (3) locations each about 30 feet long. That price is $2,980. That approach (Approach #1) would also require removal of at least two (2) and possibly all three (3) of the trees that are affecting the walking path, at $150 to $200 each plus stump grinding and restoration. That approach would also result in the path going from back and forth from asphalt to cement and back to asphalt, illustrated on the Approach #1 attachment and by the table below:

Start of repair area		Repaired area (30 feet +/-)	Between repaired area (25 feet +/-)	Repaired area (30 feet +/-)	Between repaired area (25 feet +/-)	Repaired area (30 feet +/-)	After repaired area
	ASPHALT	CEMENT	ASPHALT	CEMENT	ASPHALT	CEMENT	ASPHALT

The second price I got was to relocate the walking path closer to the tennis and basketball courts (and skateboard park), south of the trees, and doing the entire section in cement (Approach #2). That cost is $4,360 – only $1,380 more for the additional approximate 70 feet. Moving the walking path allows us to save the trees (and cost to remove).

The base cost of patching in replacements versus relocation/complete replacement is $3,580 versus $4,360. Factoring in the tree removal cost, the actual cost difference is more towards $780.

Another price I got was to have the contractor remove and dispose of the asphalt walking path being replaced and using the “sod” from the new path to fill in (instead of doing it in house) - $750. I feel this would be a good option.

Cement repairs have a longer life than asphalt, which is one of the reasons why when sections of the walking path have been repaired in recent years the repairs have been cement rather than asphalt.

Another added “advantage” is that by moving the walking path the entire path would now be on Village property.

Brewster's last "large" path replacement was 2015, where the Village spent $6,230 to replace approximately 184 feet of asphalt walking path with cement ($33.86 per foot). The current cost per foot of $27.375 for relocation/complete replacement five years later is less per lineal foot than in 2015. The price has gotten better. By comparison, the cost per foot to patch in three repairs after trees are removed is higher at $33.11 per foot because of the additional work with four more "terminations".

So, my recommendation is to do a complete replacement of the walking path north of the tennis and basketball courts (and skateboard park) by moving it south and having the contractor simultaneously remove the current walking path and replace it with the “sod” removed for the relocated path, at a total cost of $5,110. I have consulted the Mayor and Building, Parks & Grounds Chair Brett Long, who agree that Approach #2 is the choice we want to move forward on.

I have also checked with Kris to assure that the funds are available - there is $66,000 unencumbered in the Parks Fund.

On another note, we will also be getting a price to seal the remaining asphalt sections of the walking path this year, as well as look at any other areas that may need repair.

Bimeler Park – Security Cameras. Staley Technologies is “scheduled” to be in Bimeler Park Thursday June 4th at 8:00 am to install security cameras. They have asked that we provide a bucket truck to facilitate installation. I will keep Council informed.
Jefferson Ave Sanitary Sewer Project – CDBG Application. Things are moving forward on the Village’s grant of $441,959 in CDBG Funding.The Village has received the Community Development Block Grant (CDBG) contracts for this project, and they are being reviewed by Attorney Al McCallin prior to signing.

As done with all past projects undertaken in the Village of Brewster utilizing CDBG funding, the Stark County CDBG Office will be bidding this project on behalf of the Board of Stark County Commissioners & the Village of Brewster. As such, their office will develop the spec book, have the Board of Stark County Commissioners approve it, set advertising and meeting dates, and bid the project from our office. The Village of Brewster will 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, our office will develop the bid tab and remit to Hazen & Sawyer, as the project engineer, for review and acceptance. They will assemble the contract documents for the Board of Commissioners to approve and award the contract. Once the US Department of Housing and Urban Development (HUD), releases the FY ’20 CDBG funding (this is expected sometime between mid-August to mid-October), the contracts will be remitted to the Board of Stark County Commissioners for final execution. Once construction contract documents are fully executed, our office will hold a pre-construction meeting, and then the Board of Commissioners will issue a Notice to Proceed & construction work can commence.

The Village is also scheduled to receive $312,378 in OPWC Grant Funds and $209,907 in OPWC zero percent Loan Funds.

The engineer’s estimate of construction costs is $964,244, which includes a contingency. With the OPWC funding of $522,285 and the CDBG Funding of $441,959, Brewster now has the full $966,244 in construction costs funded.

There will be some additional engineering costs necessary to assist Stark County CDBG in putting the bids specifications together that Brewster will need to pay, and potentially pay construction inspection, but those costs should be minimal. There will also need to be coordination with OPWC as well.

There are some concerns regarding our OPWC funding for the Jefferson Sanitary Sewer Project:

The “award” that the Village of Brewster received in OPWC State Capital Improvement Program (SCIP) Funding is for Round 34 (July 1, 2020 to June 30, 2021).
OPWC SCIP Round 34 Funding is dependent on the State passing a capital bill for the next biennium putting funding in place.
Because the capital bill is the source of funding for SCIP (and the revolving loan fund), our project Jefferson Ave Sanitary Sewer Project is affected.
I was informed that the capital bill for the next biennium is on hold.
What I was also informed yesterday is that the legislature is contemplating NOT passing a capital bill for the next biennium (because with the current fiscal situation due to COVID 19, the thought is that the State should not use its general revenues as debt support to issue general obligation bonds authorized by the voters to fund OPWC SCIP for Round 34).
I have communicated that to our legislators that forgoing funding for OPWC SCIP for Round 34 Projects, which are projects that have already been “awarded” funds, will have a harmful effect on political subdivisions, its residents, in addition to construction contractors and their employees. Construction contractors and their employees will take a massive hit. Political subdivisions throughout the state that were counting on getting capital projects completed with OPWC funds may have to suspend projects already scheduled.
So, while the Federal Government is contemplating stimulating the economy further, Ohio is contemplating doing the opposite by pulling back “awarded” funding for capital projects for a multitude of other political subdivisions throughout the State, who had been informed they were receiving OPWC SCIP Funding
Bottom line - our OPWC SCIP for Round 34 “award” is meaningless unless the State passes a capital bill for the next biennium putting funding in place or otherwise funds Round 34 SCIP.
Finally, our contact with OPWC has informed me that:

In regard to bidding and awarding contracts, with COIV-19 and the uncertainty of our SCIP funding, applicants are permitted to start construction after July 1st prior to an OPWC agreement being signed. If we are able to release our Round 34 SCIP project agreements they will be dated July 1, 2020 and all costs incurred will be eligible for reimbursement. We cannot guarantee when or if the Round 34 SCIP funding will be available; so, applicants that move forward with their construction projects do so at their own risk.

Considerations for the CDBG Funding we have in hand are:

If we do not move forward with the CDBG Funds, we lose them. Stark County CDBG needs to have the funds obligated and spent by April 2021.
If we do not move forward with the CDBG Funds, we will negatively affect our ability to get ANY future funding through the County going forward.
If we do not move forward with the CDBG Funds, and we still lose the OPWC Funding, we then will have to borrow ALL of the $964,244 for the Jefferson Sanitary Sewer Project construction, and likely incur additional engineering costs for bidding.
The Jefferson Sanitary Sewer Project is necessary, as we have sinkholes above the pipe.
Stark County CDBG anticipates bidding in October, and awarding/proceeding in November and December – plenty of time for the State Legislature to get OPWC Funding in place.
The Legislature will be heavily lobbied, because Brewster won’t be the only political subdivision “awarded” OPWC SCIP funding in Round 34 but potentially not funded. There are eight (8) approved projects in District 19 alone, and seven (7) political subdivisions slated to receive OPWC SCIP Round 34 funds – Stark County, Brewster, Canal Fulton, Louisville, North Canton, Canton, and Massillon. For our State Senator and State Representative, that doesn’t include political subdivisions “awarded” elsewhere in their districts – i.e. District 8 – Summit County.
Objectively, IF the OPWC Funding falls through, we have still replaced a $312,378 OPWC Grant with a $441,959 CDBG Grant, so we are financially in a better position.
$209,907 of the total of $522,285 in OPWC Funding was a 0% loan. The remaining $312,378 is supposed to be a grant. So, IF we do not get OPWC funding the effect is that we would be increasing what we borrow in that we had both OPWC Funding and CDBG Funding by a maximum of $312,378.
If we didn’t receive the CDBG Funding, we would have had to borrow $441,959.
Finally, CDBG money is first in/spent, so if the engineer’s estimate is high (has 10% contingency), we would spend less Village (or OPWC) funds.

In conclusion, while “… applicants that move forward with their construction projects do so at their own risk”, my view is that we need to proceed with our CDBG Funding already in place (bird in hand), and take steps to assure that the State puts our “awarded” OPWC Funding for Round 34 in place.

HB 670 was introduced May 20^th, which would appropriate funds for SCIP Round 34 and Revolving Loan Fund. Based on current information, there is a companion bill in the Ohio Senate. Based on current information, it should pass. IF passed, it/they will address my concerns about OPWC Funding for this year.

Council Member Fox asked if the discussion about the security cameras was replacing old cameras. VA explained these were the new cameras that were planned for last year. The Clerk stated the funds are encumbered for this project.

Council Member Hilliard had residents complaining about a hole in the underpass. VA Miller stated he had the one filled and another one has popped up since.

VA Miller stated the painting on 93 is for a gas line replacement/repair.

Council Member Hilliard stated people are complaining about the roads but other than the spot on the north side, he thinks they are better than most communities.

Mayor Hawk would like to entertain a motion to accept the Administrator’s report into the minutes.

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to accept the VA Report and enter them into the minutes. The vote: All yes.

Council Member Hilliard asked the VA if he had a list of items he needs approved this evening.

Council Member Hilliard also asked what material the retaining wall by the American Legion was going to be made of. VA Miller replied that it will be VersaLock with gravel drainage. It will not match the brick but will last a lot longer.

VILLAGE MAYOR: Charles Hawk
1. The Mayor would like to request a Council of the Whole meeting on July 6th at 6:30pm to discuss Welty Cemetery.

The Mayor met with Wacker Signs on the Village limit signs and is waiting for a proposal.

VILLAGE CLERK-TREASURER: Kris King

June 1, 2020:

Fire Pay = $ 1,756.56 for May 29^th.
We have Shred-It scheduled for June 26^thto destroy records as permitted by our Records Retention Schedule.
May financial and year-to-date reports have been given to Council for review.
The audit continues.

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

None

Reminders:

June 15^th - Council of the Whole to discuss the funding of the Jefferson Sewer Rehabilitation Project

__________________________________________________________________________________

EXPENDITURES REQUESTS FROM PREVIOUS MEETINGS:

PENDING PROPOSALS FROM PAST MEETINGS:

OLD or NEW BUSINESS:

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve the fire pay of $ 1,756.56. The vote: All yes.

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to purchase two PPV 4x4 Chevy Tahoe’s from Ganley of Aurora and the necessary equipment in accordance with state specifications of the State Purchasing Program not to exceed $100,000. The vote: All yes.

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve the change orders for the fire station addition that are listed in the table provided in the Village Administrators report above. The total amount of change orders is $33,262.34. The vote: All yes.

COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to relocate a portion of the walking path adjacent to the skate park and replace the asphalt with concrete at a cost of $5,110. The vote: All yes.

COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to schedule a Council of the Whole meeting on July 6^th at 6:30 pm to discuss Welty Cemetery. The vote: All yes.

First Reading/Emergency:

ORDINANCE 34-2020:An ordinance approving the purchase of two PPV Chevy Tahoe’s and declaring an emergency was given first reading.

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

COUNCIL MEMBER HESS MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to adopt the legislation as read. The vote: All yes.

VILLAGE SPEAKS: Communications Received by Council members from Village residents

Council Member Hilliard reported there is an old light pole that needs replaced in the alley between Second and First Streets.

AUDIENCE COMMENTS ON AGENDA ITEMS:

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to adjourn the meeting at 8:48 PM. The vote: All yes.

Respectfully submitted,

Kris King, Clerk-Treasurer

Charles Hawk, Mayor