September 8, 2020 - Meeting Minutes

 

This meeting was held in the bay of the Fire Station.  With the Governor’s 10 person per gathering limit, we offered a phone-in conference call for anyone wishing to listen and/or participate.  The number to call in is 712-770-5336.  You must then enter 523528# to join the 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 August 17, 2020 Council meeting minutes.

 

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

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to accept the bills in the amount of $ 2,815,424.43.  The vote: All vote: All yes.

 

 

There were no guests.

Second Reading: A Resolution declaring the Official Intent and Reasonable Expectation of the Village of Brewster on behalf of the State of Ohio (The Borrower) to reimburse its Water Fund from the Jefferson Sewer Main Replacement, CS03X with the proceeds from Tax Exempt Department of the State of Ohio.

 

RESOLUTION 53-2020: A Resolution Amending and Appropriating $32,243.66 for the CARES-Act-State Fund and Declaring an Emergency.

 

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

 

First Reading: A Resolution Accepting the Amounts and Rates as Determined by the County Budget Commission and Authorizing the Necessary Tax Levies and Certifying them to the County Auditor.

 

Tabled at Third Reading: Award a Contract for the Village’s Property and Liability Insurance.

 

MUNICIPAL DEPARTMENT REPORTS:  

 

VILLAGE ADMINISTRATOR: Mike Miller

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

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to accept the VA’s September 8^th’s Report as written and emailed to Council and to enter it into the record of tonight’s Council meeting..  The vote: All yes.

 

Administrator’s report for period 8/18/2020 thru 9/8/2020:

 

• ODOT – Paving RT 93. The lines, including parking spots, have been painted. It appears that the project is complete.
  
• Route 93 – Columbia Gas Repair. We have become aware through the OUPS process that Columbia Gas intends to make a repair to its gas main in the southbound lane of Route 93 about 9 feet out from the curb. That means the new pavement will be disturbed. The only good news is that out of this proposed repair the Village now has a contact person with Columbia Gas.

 

• 2020 Paving Program. We continue to meet with Superior Materials & Asphalt regarding the paving list, with 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. Paving should begin shortly.
  
• East Main Street Paving and Rehabilitation Project. The East Main Street Paving and Rehabilitation Project has been completed. The project has been completed well before the new project end date of 8/31/2020 from OPWC. We are awaiting billing from the contractor so we can complete payment and close the project out.

 

• Electric – Substation Upgrade/Expansion Project Loan through AMP. The final amount due to AMP for the balance on the AMP loan for the Substation Upgrade/Expansion Project was $2,421,419.03 ($2,250.41 in interest and $2,419, 168.62 in principle).

 

The final amount due to AMP for the balance on the AMP loan for the Substation Upgrade/Expansion Project was $2,421,419.03 ($2,250.41 in interest and $2,419,168.62 in principle). The number we had as a tentative number was $2,571,416, so we ended up approximately $150,000 below AMP’s original estimated pay-off amount. The number turned out slightly lower, as we had $131,000 in loan proceeds we had not yet drawn down on that were applied to closing out the loan, as well as credit for payment(s) that has(have) been posted.  Therefore, we did not have to use any Electric Improvement funds to pay the full balance due on the loan we have with AMP for the Substation Expansion/Upgrade Project.

 

Also, to relate it back to the sale of the Village’s electric transmission facilities, including its 69kV transmission line and 69kV assets to American Municipal Power Transmission, that amount was $2,522,377 (Ordinance 48-2020), so we have $100,957.97 left from the sale.

 

• Electric Rates – Projected Capacity & Transmission Reduction in 2021. The Village wants to pass along some good news. The Village believes we are past all potential 1CP and 5CP Peaks, which are part of the formula used to calculate and establish the Village’s capacity and transmission charge portions of our overall electric bill.

 

Based on a number of proactive decisions the Village of Brewster has implemented, as well as residents and businesses doing their part to reduce their electricity usage during the peak hours this summer, the Village will see lower electric bills in 2021. The Village’s lower loads during the peak hours are anticipated to reduce 2021 electric costs by about $66,000. This is approximately 1% of the Village's purchase power budget and will be passed back to residents and businesses next year through the power cost adjustment portion of the electric rate.

 

The Village will continue to investigate ways to continue to reduce peak electric usage to help reduce its electric rates, including exploring ways that residents and businesses can participate and assist.

 

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

 

• Advertising took place in the Repository on August 10^th, 17^th, and 24^th.

 

• A Pre-bid Meeting was held Tuesday August 18^th at 8:30 am.

 

• The bid opening was scheduled for September 1^st at 10:00 am, but was postponed until September 8^th at 10:00 am to accommodate addendums.

 

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 regarding 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 approve 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.

 

• Fire Station Addition – Progress. Construction is going well. We had a progress meeting on Tuesday September 1^st. The next progress meeting is scheduled for Tuesday September 15^th at 9:00 am.

 

• Fire Station Addition – General Change Orders. At this point we do not have any general change orders.

 

• Fire Department Addition – Electric Change Order. We solicited/received a proposed change order from Hilscher-Clarke to retrofit the existing fire Station Bays with LED lighting, replacing the fluorescents at a cost of $2,350. Due to the construction schedule, the Plumbing/HVAC Contractor set up for installing the new heating system (natural gas infrared) in the old bays. Rather than having to move our fire apparatus 2X and set up the lifts 2X, the Electrical Contractor has been given the go ahead to do the LED Retrofit at the same time the Plumbing/HVAC is set up to install the new heating system (natural gas infrared) in the old bays, so that there aren’t two (2) separate set ups to save time.

 

 

Associated with this change order, I have contacted Efficiency Smart, who has provided rebates for energy saving by the Village in the past. For example, when the Village installed cost saving lighting (5 so far for streetlights). Efficiency Smart, who is calculating how much rebate we are eligible for not only for the retrofit, but also for the LED lighting we are installing in the new Addition, as well as potentially some other elements.

 

• Fire Station Addition – Changes Orders & Overall Budget. So, we can step back and take account of where we are and put into an overall perspective of where we stand with the Fire Addition Budget:

 

• Original contracts for General, Electric, and Plumbing/HVAC amounted to $1,479,348.

 

• General change orders to date (I am including the proposed sidewalk/drainage changes listed above) amount to $98,099.22.

 

• Total cost including change orders to this point brings us to $1,579,827.22. We are 6.8% over the original award.

 

• A “mitigating” factor is that Council has designated $22,000 +/- from the Triner Estate bequest towards the glass garage doors, which amounted to a $22,311 increase/change order. So, the actual increase from Fire Income Tax is more like $76,000 +/- ; or $1,550,000 total +/- ; or a 5.1% increase.

 

• Advanced Meter Infrastructure (AMI). The Kick-Off Meeting for the Village’s AMI Project was held Wednesday August 19^th at 8:30 am. I know that Council elected not to pursue the Water/Wastewater portion of this project because of budget concerns, but I did inquire about having a dozen or so water meters installed to eliminate issues we have at addresses where we do not have access to the meter due to physical barriers or other issues such as dogs. This will eliminate those residents calling in or our estimating those bills. The only cost to do so will be the add on equipment for those meters, as the rest is included in the AMI Project. The indication was that this would not be an issue. We are moving forward.

 

• 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 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.

 

 

• OPWC – Round 35 Applications. The State has allowedDistrict Integrating Committees and Natural Resource Assistance Councils to open for a new program round. Applications for our District, District 19, are due October 16th, 2020.

 

Council passed legislation this Spring for three (3) applications:

 

• 25-2020 for East Main Street Paving.
• 26-2020 Park Drive Phase 1
• 27-2020 Water Filter Media

 

• OPWC – Round 35 Application for Park Drive Phase 1. As directed in the 26-2020, Park Drive Phase 1 has had engineering completed, and an estimate for construction completed has been completed as well. The estimate is required as part of the application. The completed engineering plans are not required but add ten (10) points to our score.

As has been done with previous applications, I intend to request a 49% grant, which maximizes the points the Village scores in that category.

 

As I indicated in another communication, we will have to identify where the Village’s match is coming from. We will be applying for not just the paving, some drainage work, and curb and gutter, but also the Safe Routes to Schools Shared Use Path, which is slated for the east side of Park Drive.

 

It is likely, as happened with the 7th Street Paving & Rehabilitation Project and the East Main Street Paving & Rehabilitation Project, we will not score high enough to obtain OPWC “directly”  from District 19 (traffic count and other issues), but have the project forwarded to the State for Small Government portion of the OPWC Program. We are two (2) for two (2) in the past few years in that forum.

 

• OPWC – Round 35 Application for Water Filter Media. The engineering for the Water Filter Media Replacement Project is underway. An estimate of construction costs will also be prepared. Again, completed engineering plans are not required, but add ten (10) points to our score.

 

There is no issue with our funding match for this project – it will come from the Water Improvement Fund.

 

As has been done with previous applications, I intend to request a 49% grant, which maximizes the points the Village scores in that category. I intend to also split the request into grant and loan, to add additional points to our scoring, similar to what was done with the Jefferson Ave Sanitary Sewer Project. That approach Jefferson Ave Sanitary Sewer resulted in Brewster ultimately having the second highest scoring project, so I am hoping for a similar result which would get the project funded “directly” by District 19.

 

• OPWC – Round 35 Application for East Main Street Paving. The application for East Main Street Paving at this point is simply a repaving project. Simple engineering plans will be prepared. An estimate of construction costs can also be prepared. Again, completed engineering plans are not required, but add ten (10) points to our score.

There is no issue with our funding match for this project – it will come from the Street Improvement Fund (Paving). However, proceeding with this project at the same time as Park Drive Phase 1 will negatively affect the Street Improvement Fund (Paving). Because of the width of East Main between Wabash and Cleveland, even 51% match will be sizable. With discussion of adding lighting, as well as other potential issues that Council may wish to explore further, I am recommending that this application for OPWC Funding be put off until 2021.

 

If we move forward it is likely, as happened with the 7th Street Paving & Rehabilitation Project and the East Main Street Paving & Rehabilitation Project, we will not score high enough to obtain OPWC “directly”  from District 19 (traffic count and other issues), but have the project forwarded to the State for Small Government portion of the OPWC Program. We are two (2) for two (2) in the past few years in that forum.

 

• ODOT Transportation Alternatives Program. As I previously informed Council, I have been exploring an alternative source of funding to building the Safe Routes to Schools (SRTS) Shared Use Path (SUP). The Ohio Department of Transportation (ODOT) has a Transportation Alternatives Program (TAP) that the Village could use to build just the SRTS SUP, and potentially the entire portion from the Crosswalk at Route 62 to Wabash at Main instead of doing so in steps (piecemeal). I have provided information that more fully describes TAP.

 

The advantage to the Village is, unlike OPWC where to score well enough to get funding the Village has to provide a match of 51%, the TAP provides 80% funding (up to 95% construction) so the Village would only have to come up with a match of 20%.

 

What also is attractive about TAP is that to get the SRTS SUP completed the Village would only have to match funds for the SUP at this time. The costs for curb & gutter and/or street improvements or the like, which is a considerable amount, can be deferred for future OPWC or SRTS Grant applications. In addition to the lower match, what the Village has completed to this point puts us in a good position to apply and be competitive so that we can hopefully obtain funding. All the ADA Ramps are now in place for the SRTS SUP. Transportation Alternatives Program funding would tie together the east side of Route 62 (for which we have SRTS Grant in place), the portion that is partially complete on 7th Street, and connect to “dots” with the ADA ramps at Park and 7th, Main and Park Drive, and Main and Cleveland.

 

The application is a two (2) step process beginning with a letter of interest due October 31st and if we are invited to compete beyond that point an application due January 31st, 2021. From a strictly financial position, IF the SRTS SUP has $500,000 remaining (not a real number at this point), at a 49% match the Village would ultimately spend $255,000, where under the Transportation Alternatives Program the Village and a 20% match the Village would ultimately spend $100,000. Examples of other funded projects, both scope and award, is what is most appealing if the Village can get a similar grant.

 

Last meeting, I requested that Council create and pass legislation authorizing the Village Administrator to make application for TAP Grants to complete the Safe Routes to Schools (SRTS) Shared Use Path (SUP) from Wabash and Main, east on Main to Park Drive, south on Park Drive to 7^th, east on 7^th to Route 62, and south on Route 62 to the crosswalk where our SRTS Grant is slated to construct the rest of the SRTS SUP. However, due to the fact that the Village is faced with increased costs as a result of requirements for our SRTS Grant, and looking at a match for an OPWC Application, I am recommending that we postpone a TAP Application until 2021. While a TAP Grant can supply up to 80% overall of our costs, or 95% of construction costs for the rest of the SRTS SUP, the increased costs we are running into with the SRTS Grant and our pending application for OPWC Grant for Park Drive Phase 1 that will require a Village match of 51% lead me to the conclusion that waiting to submit a TAP Application rather than submit an application this October is prudent. If we were successful on a TAP Application, the future construction costs grant would be great, but it would come at the cost of up-front engineering, which would include interaction with the US Army Corps of Engineers. In my opinion faced with our increasing financial commitment to the STRS Grant we received, and a potential financial commitment to an OPWC Grant for Park Drive Phase 1 (2022). We are in my opinion at the maximum we can commit to the SRTS Plan at this time. Going farther would jeopardize other needed Village Paving and/or other projects.

 

Ø  Safe Routes to Schools – Grant of $150,000 for Shared Use Path at Middle School and Elementary School. Within recent weeks, we have been informed of additional tasks that the Village needs to complete for its SRTS Grant of $150,000 for Shared Use Path at Middle School and Elementary School.

As background, in June of 2019 we were notified that we received partial funding from the Safe Routes to Schools program in the amount of $150,000. It was/is earmarked specifically for the area between the Elementary School and Middle School along Route 62. Initially, when we received the $150,000 SRTS Grant, we had the choice of going with ODOT’s chosen engineering firm and have it come out of the SRTS Grant OR staying with Thrasher and paying ourselves. The choice was made to stay with Thrasher and pay ourselves to reserve the grant funds for the construction.

In November of 2019 I presented the overall cost for Thrasher to complete the engineering and prepare specifications for the Safe Routes To Schools Grant. The total amount is $41,980 as set forth in the table:

Task	Description	Cost	Status
Task 1	Preliminary Engineering	$20,240	Council Approved, encumbered, and completed
Task 2	Environmental	$5,420	Council Approved, encumbered, and completed
Task 3	Stages 2 & 3 Engineering	$11,440	Needs Council Approval and Funding
New Task	Right of Way Plans and Descriptions	$5,500	Needs Council Approval and Funding
Task 4	Pre-Bid Activities	hourly	Needs future Council Approval and Funding
Task 5	Services During Construction	hourly	Needs future Council Approval and Funding
Total		$42,600

 

In November, Council approved Tasks 1 and 2. Those are now complete, and we need to move on to Task 3 – Stages 2 & 3 engineering.

As I indicated in the meeting and field trip we took Monday August 24^th, in addition to Task 3 (which we knew about), ODOT, who administers SRTS Funding, has informed us that we have to do additional work to receive/use the $150,000 in SRTS Grant funds. This additional work is:

With these additional costs and what we have already spent or committed to, we are now at $77,780 total “match” for the $150,000 SRTS Grant. That is just over 33%. If I am looking for a silver lining, it is better than the 51% we match for OPWC Funds, but a lot more than what I was led to believe at the outset of this project.

Unfortunately, we do not have much of an alternative at this point. We can move forward on ODOT’s terms, or give the grant back. The costs of moving forward are laid out above, but there are potentially additional costs. The other alternative is to forfeit the grant, in which case we have spent over $25,000 AND we create an obstacle to receiving any more ODOT funds and potentially affect our ability to get OPWC Funds or other funds through the County.

• Thrasher in the amount of $16,940 for Right of Way Plans and Descriptions and Stage 2 & 3 Engineering.
• O.R. Colan Associates, LLC in the amount of $29,525 for title searches, appraisals, and negotiating and closing on the required easements
• Smith Advisory Group in the amount of $4,275 for review appraisals

The funds are available from Capital and/or combined with Sidewalk Funds ($30,000 Council put in to build portions or the SRTS SUP). This is an emergency in order to maintain the schedule set forth by ODOT for our SRTS Grant.

 

• AMP Power Supply Update. We met remotely with representatives of AMP on Thursday August 27th at 1:30 pm. On Thursday August 27^th AMP to go over the Village’s Annual Power Supply Update. Based on some questions that were asked during the presentation, they updated the presentation and added a Supplement. Both have been provided to Council.

 

One of the questions asked was why the projected increase in projected power costs for 2021 from last year's Power Supply Update to this year's Power Supply Update from $71 to $73. The reason for the projected increase was:

 

• Sale price of excess energy from solar and Fremont dropped from $34 to $32 based on lower market expectations. 
• Last year, AMP’s energy forecast for 2021 was higher, which meant that Brewster would be buying more of the BP Requirements Energy BP Requirements Energy is less expensive, so the more we buy the more it dilutes the AMP Hydro power cost, as well as the capacity and transmission costs.  Because Brewster has a lower energy consumption forecast for 2021 the hydro power isn’t diluted to the same degree. Hydro increase from 6.6% to 7.2% of our total power Sources (Slide 8)

 

Other Hydro is showing better. Slide 12 shows a decrease in expected effective rates, especially 2022 and 2023.

 

As with last year, one of the driver’s for higher costs is transmission costs, as can be seen in Slide 25 and Slide 27.

 

While transmission costs continue to go up, steps we have taken continue to keep our capacity charges low, as can be seen in Slide 32. Both JV2 Peaking Power (Slide 34) and AMPCT (Slide 35) continue to help in this regard.

 

With power purchases we have made to help in the long term, such as remainder purchases and future block purchases, and some higher energy supplies coming off the books, we have a better projection for our power costs going forward (Slide 39).

• Bimeler Park Walking Path Repair and Sealing. We are scheduled to have the remaining asphalt sections of the walking path repaired and sealed.

 

• Skateboard Park – Bimeler Park. We have noticed that the equipment in our Skatepark, which is approximately 8 years old, is showing signs of both wear and weathering. The coating/paint is worn off in spots and there are also some signs of rust. It receives heavy use.

 

With that in mind, we obtained a quote from Five Star Power Cleaning and Painting to repaint the 700 square feet of Skateboard Ramps. Their price includes:

 

• Set up to cover and protect
• Blast areas to achieve a SSPCSP 6 (Commercial blast)
• Apply Sherwin Williams macro epoxy 646 (grey)
• Apply Sherwin Williams urethane epoxy for finish (grey)
• Clean up and leave in orderly manner.

 

      I have discussed this with both the Mayor and the Building, Parks, and Grounds Committee Chair.

 

The price is $4,585. The Clerk-Treasure indicated that there is $73,000 in Parks & Grounds, with $10,000 allocated for Capital for the Skatepark. Capital Projects also have $10,000 set aside for the skatepark. Unless there is an objection at the Tuesday September 8^th Council Meeting, I intend to proceed.

 

• AMP Transmission – 69kV Switch Damage. On Sunday August 30^th there was a brief power outage. The reason for the brief outage was two (2) turkey vultures made the fatal decision to attempt to land on one of the new 69kV switches. They are no longer with us. Their brief encounter burned/scorched the ends of the insulators, as well as left some evidence of one of their encounters on the bottom of an insulator.

 

We have been in contact with AMPT  throughout, again because since AMPT purchased our 69kV Transmission Line and 69kV assets (and this 69kV switch is included) ultimately it will be their expense. However, also in accordance with the sale we are still the “frontline” for maintenance and coordination of work, for which we will be reimbursed.

 

Our bucket truck won’t reach, so we had Thompson Electric (the company that just did the Substation Expansion/Upgrade Project) come down and inspect the damage and allow us to take pictures. The concern was whether their damage requires repair/replacement versus less expensive cleaning. We ultimately decided after discussions internally and with AMPT that because of the vital importance of the switch that we would get a price to replace the damaged insulators.

 

We got a price from Thompson Electric to replace the insulators on the 69kV switch that were damaged Sunday by the turkey vulture contact. The price was a firm bid of $9,400. The price includes a crew for one day to:

 

• Remove the 69-kV jumpers to de-energize the switch (HOT)
• Ground the line
• Replace insulators and adjust switch
• Assist Electric Power Systems in testing the switch
• Remove grounds and install ampacts to re-energize the switch

 

The price includes the cost for switch inspection on 08/31/20 – (photo sent of damage). This repair will be completed without the Village taking an outage. We are moving forward with this option.

 

Towards being able to make repairs in the future without outages we are continuing our discussions with AMPT about creating a ring buss at the Substation. A ring buss would allow power to continue to flow in the event a switch needed to be taken out of service.

 

• Planning Commission Meeting August 20^th and recessed to August 27^th regarding New Fairless High School Conditional Use Application. A meeting of the Brewster Village Planning Commission was held 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 accepted 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 the August 20th meeting, the Planning Commission Fairless Local School District provided information regarding their application for a conditional use permit to build a new 9-12 High School. The Village Administrator provided the Planning Commission information he had obtained regarding storm water and traffic study. Questions were asked by the Planning Commission, and time allowed for an opportunity for questions to be posed by the public as well. The August 20^th Planning Commission was recessed to 7:00 pm on August 27^th to allow for additional public input and questions from the Planning Commission.

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. So, the Planning Commission recessed the August 20th the Planning Commission Meeting until August 27^th to allow the public 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. On August 27^th the Planning Commission made its findings public and approved the application with both general and special requirements.

Both the August 20^th and August 27^th reconvening of 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, were held via “Zoom”, as the Village cannot allow more than a maximum of 10 persons in Village Hall. Persons interested in observing the proceedings were able to contact the Village Administrator at 330-767-3931 and were provided the required information to log into the meetings. Every effort is being made to allow full public input while observing the restrictions in place on public meetings.

• Planning Commission Meeting September 10^th to Consider Conditional Use Permit Application. On August 27th, the Planning Commission accepted a Conditional Use Application for the to build new press box and dugouts associated with a baseball field (boys’ baseball) on parcel number 7080164 at the rear of 12000 Navarre Road SE. A meeting was set to consider the application and hold a public hearing on September 10th, 2020. The September 10th meeting the Planning Commission will be held via “Zoom”, as due to restrictions in place as a result of the COVID 19 pandemic and current orders in place by the State of Ohio, 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.

 

• Muskingum Watershed Conservancy District – Creek Clearing Reimbursement. We have received the reimbursement from the Muskingum Watershed Conservancy District (MWCD) in the full amount spent of $2,800 for tree removal from Sugarcreek.

 

In June I was informed that a tree had fallen across Sugarcreek just south of the 7th Street Bridge west of Wabash. The tree originated from the bank on the east side, which is most likely within Village undeveloped right-of-way. I obtained two (2) quotes for removal of the tree(s) (multi-trunked) and associated debris already gathering upstream.

 

I also spoke to and applied for a grant from the Muskingum Watershed Conservancy District in the amount of the low bid - $2,800. The Village received the grant agreement from the MWCD in the full amount of $2,800. The agreement was reviewed and approved by Law Director John Anthony to sign. I signed the grant agreement and returned it to the Muskingum Watershed Conservancy District.  I then gave the low bidder the go ahead to proceed.

 

The tree was removed, and we made a submission for reimbursement. We have received the reimbursement from the MWCD in the full amount spent of $2,800.

 

• Mosquito Spraying – Stark County Health Department. The last mosquito spraying completed on September 2, 2020 as scheduled. There are no future tentative spray dates for Year 2020.

 

Ø  V-Box Salt Spreader Purchase. We are preparing for winter and snow, and in reviewing our current equipment and looking at ways to become more efficient and increase the life and flexibility of our vehicles, the Street Superintendent and I are recommending the purchase of a “V-box” salt spreader plus an installed leg stand to allow storage. If we purchase a Henderson, the cost would be $21,725 for the “V-box” and an additional cost of $7,469 for an installed leg stand to allow storage. It is priced in accordance with State of Ohio Cooperative Purchasing.

 

However, we are also looking at other “V-boxes”, both in regards to prices and in relation to the amount of time to manufacture and deliver. If we ordered today Henderson indicated they can have the “V-box” available in February, which is not optimal. With the advance time to manufacture we should proceed with deliberate speed.

Adding a “V-box” salt spreader makes us more efficient and/or safe by:

 

• With the legs, the spreader can be quickly installed or removed, allowing us to use the truck for hauling throughout the year, as opposed to a tailgate spreader where once we have it installed and the truck loaded, it takes a considerable amount of time to uninstall and/or reinstall, essentially limited the truck to just snow/salt use for the snow season.

 

• With a V-box spreader, we can use our brine to reduce our use of salt and make the salt more effective.

 

• With a tailgate spreader, in order to get the salt to the tailgate you have to continuously raise the bed, making the vehicle less stable and potentially creating a situation where overhead lines are caught.

 

IF we went with the Henderson, we have funds in the State Highway Account (7.5% or $2,189 can be allocated) and Street Equipment Account (balance of $27,005) to make the purchase. The State Highway Account currently has a balance of approximately $18,000. The Street Equipment Account currently has a balance of $57,000.

 

Digger/Derrick Truck Replacement for the Electric Department. I have mentioned previously that we will need to replace the Electric Departments Digger/Derrick Truck. Our current line truck turned 25 years old this year.  We can no longer get our boom dielectric tested. Since we cannot get the truck dielectric tested, we cannot assure the safety of our employees who use it. The fact that we have gotten 25 years of use out of a single piece of equipment shows that it will be money well spent. Our current Digger/Derrick Truck also does not have the lifting capacity to pick some of the larger pad mount transformers.

 

We have received a preliminary quote from Terex priced in accordance with Sourcewell. Sourcewell is a cooperative purchasing program. I requested that our Law Director John Anthony provide his opinion that we can utilize the Sourcewell price without bidding, and he has indicated we can. The specific contract is Sourcewell Contract #012418-TER. Brewster’s member number is 176964.

 

The preliminary base quote is $205,530. We are finalizing options (not bid) to be added to the price. Provided the options (additions) do not exceed $50,000, it is the opinion of the Law Director that we can purchase the Digger/Derrick Truck through Sourcewell without bidding.

 

I recommend that we proceed with creating and passing legislation to purchase a Digger/Derrick Truck via Sourcewell from TEREX in an amount not to exceed $255,525.

 

Prior to third reading I will have a trade in value for our current Digger/Derrick Truck. We do not expect it to be high, as the vehicle is 25 years old and cannot be dielectric tested anymore to assure the safety of anyone who uses it. However, we are aware through recent interactions with Beach City that they are interested in purchasing our digger/derrick truck when we replace ours. That “sale” could occur without bidding.

 

• Stark County Metropolitan Sewer District Sewer Extension. Last year Council passed Ordinance 37-2019, which authorized the VA to enter in an agreement between Stark County Metropolitan Sewer District and Brewster to accept and treat sanitary sewage from Sugar Creek Twp.’s Justus Avenue and Keller Avenue Areas.The Stark County Metropolitan Sewer District is finalizing plans to construct the sanitary sewer extension. They have also incorporated and can bid connecting or “looping” our water line, that currently ends across from 857 7^th Street SE to the hydrant in front of the Fairless Bus Garage on Route 62, where it dead ends, at the same time with their sanitary sewer project.

Connecting or “looping” the water line is advantageous because it eliminates dead end water main(s) by constructing an additional water main from the dead end to another water main to complete a “loop”. Our loop is a relatively short distance of 1600 feet +/-. Our loop will have few additional water service connections. It will however allow for extension of water in the future to the same area the Stark County Metropolitan Sewer District is extending sewer to. Any future extension would have to be approved by Council and paid for by the new customers in some fashion. It also creates system reinforcement and better fire flow if that were needed.

 

The major advantage of constructing a water line extension at the same time the Stark County Metropolitan Sewer District is extending sanitary sewer is the cost will be lower due to a contractor already being mobilized. In looking at the Water Department budget, we have $209,907 budgeted in 2020 for water line connection/looping as part of the Jefferson Sanitary Sewer Project that we have received a OPWC Loan at 0% interest, so that amount will be spread out evenly over 20 years rather than a one-time cost, freeing up the majority of those funds. Also, we have in the 5-year Water Capital Budget $45,000 for water line replacement that could be used.

 

I am recommending and requesting Council to create and pass legislation authorizing the Stark County Metropolitan Sewer District to advertise and receive bids concurrent with their bidding out their Project to serve Sugar Creek Twp.’s Justus Avenue and Keller Avenue Areas with sanitary sewer.

 

Once bids are received, Council will have another opportunity to determine whether to proceed.

 

• Efficiency Smart. Time is running out for residents to get their free energy-saving products! Residents can complete Efficiency Smart’s free Home Energy Challenge by September 30 to claim their reward. They will also be entered to win a Nest Thermostat or Phillips Hue starter kit. Residents should visit www.efficiencysmart.org/brewster-ohio and click on “Home Energy Challenge” to get started. Questions? Call Efficiency Smart at 877-889-3777. 

 

 

• 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.

 

VA Miller had the following additions to his report:

• The paving project started today.  They started with the grinding but had some issues with parked cars.  He had called the company Friday about the fact that they hadn’t started then they showed up on Tuesday.
• The bids were opened on the Jefferson Sanitary Sewer Rehabilitation Program.  The engineers estimate was $964.000.  The lowest bid came in from Central Allied at $776,000.  The Stark County Commissioners will be making the decision.
• An alternative location was found for the EV Charging station.  In the old Sturm’s parking lot off of West Fourth Street.
• The Bimeler Walking Path is mostly complete.  They missed two sections and are coming back to complete.
• The Digger/Derrick truck replacement for the Electric Department:  There is a Terex that can be purchased through Sourcewell.  The cost is $251,459 less $6,000 trade-in would be $245,459.  There was talk about selling it to Beach City Village.  VA Miller was concerned about any liability.  Council Member Schwab asked the Solicitor his opinion.  Solicitor Anthony stated to allow them to inspect the vehicle and sell it “As Is”.  This relieves the Village of all liability.

 

Council Members posed the following questions to VA Miller:

• Council Member Fox is concerned that since the water meters were removed from the AMI Project, what will happen if the handheld readers go berserk again.  VA Miller stated we will have to go back to handwriting the reading and manually entering the reading into the computer.  Our handhelds are so out of date that replacement parks are no longer available.   The only reason they are still working is that we were able to purchase Doylestown’s when they upgraded their system.
• Council Member Schwab asked when the Village is starting the AMI Project.  VA Miller stated that they have already held a kickoff meeting.  The project was projected to be 12 months but the vendor is expecting to have it complete in approximately 6 months.
• Council Member Fox stated he drove around Massillon looking for their EV Charging Station.  He stated it did not have signage and was actually in the parking lot where it was located nd he didn’t see it.  Councilman Hilliard asked if there were any cars there charging.  Councilman Fox replied no.  VA Miller was asked to check how long it has been there and much it is used.  Mayor Hawk knows the owners and will ask them.  VA Miller is going to contact someone he knows at Stark State that also has a station.
• Council Member Schwab stated there had been discussion with the Stark Metropolitian Sewer District about putting in a water line to Justus.  VA Miller stated they have plans drawn up and they have to look for funding.  There is not a firm number yet.
• Council Member Hilliard stated there are street lights blinking at 256 West Main Street and in the alley off of Jefferson at Main and 2^nd streets.
• Council Member Hilliard asked when the roofs are going to be done on the pavilions in the park.  VA Miller stated these will be worked on in October.
• Council Member Hilliard asked about the painting at the Skate Park.  VA Miller stating the equipment will be sandblasted and an epoxy applied.
• Council Member Hilliard stated that the Boulevard needs attention.  It looks terrible.  VA Miller has contacted Moyers Nursery.  He stated that the sprinklers are working.  The area gets direct sunlight all day and we haven’t had enough rain.  Councilman Hilliard asked why the Village didn’t hire another employee after the last one hired worked one day and quit.  VA Miller stated the employee didn’t quit, just kept calling off with reasons that protected their job.  HIPPA prevented him to go on any further.  The VA has been taking one person out of water to help mow.
• Council Member Hess asked when all the employees will be back to work.  VA Miller stated the Village cannot afford to have more than one-person sick at a time, so the departments will continue to work half-staff alternating every other week to avoid cross contamination.  Street Dept. has been working because they can work in different areas.  We have 1 working in Water, 1 working in Sewer, and 2 working in Electric.  This is what other small communities are doing to protect themselves in case an employee is exposed to COVID19.
• Council Member Hilliard doesn’t think the Village needs to spend the money on a V-Box Salt Spreader.  It doesn’t take that long to switch the salt off the truck…back up and pull two pins.  He doesn’t know why Supt. Patterson says it takes a considerable amount of time.  VA Miller stated it takes more than that.  He stated Supt. Patterson didn’t need it.  VA Miller stated Supt. Patterson isn’t the one requesting it.  VA Miller stated he was the one requesting it.  Supt. Patterson was against it originally until he saw the advantages it provides through conferences, other communities, and ODOT down the road.  He stated you can’t be against it because it was someone’s idea. VA Miller stated it mixes salt with the brine reducing the salt usage by 30% because the salt then doesn’t bounce into the lawn strips and into the medians.  Councilman Hilliard asked how many salt trucks we have.  VA Miller stated there are two salt trucks then the brine truck.  Councilman Hilliard stated he isn’t against because Supt. Patterson wanted it, we are not ODOT and doing major highways, we are doing this little town.  He thinks we have enough equipment and it’s a lot of money from a fund that doesn’t have a lot.  Everyone needs to study and look at this and make their own decision.

 

Solicitor Anthony requested a short executive session.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to enter into executive session for the purpose of considering the appointment/employment/compensation of an employee of the Village of Brewster at 7:21 pm with all of Council, Chief Colucy, Mayor Hawk, Solicitor Anthony, and VA Miller leaving the room.  The vote: All yes.

 

COUNCIL MEMBER RADICH MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to exit executive session at 7:42 pm. The vote: All yes.

 

COUNCIL MEMBER HESS MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to have the Village Solicitor compose and send a letter to collect a Village Debt.  The vote: All yes.

COMMUNICATIONS: 

Council Member Hilliard presented a letter from the ladies that run the Fairless Toy Drive for children’s gifts at Christmas.  This year they are requesting cash instead of gifts.  They are going to try to get wish lists from the families then purchase gifts from their lists.

 

Mayor Hawk stated the Fairless Food Cupboard and the clothing for those in need will be located in the hall at the Holy Family Church in Brewster.

 

VILLAGE MAYOR: Charles Hawk
Hannah has completed 24 hydrants now. The Mayor is happy with the results. Mayor Hawk stated that she may paint 12 more before the weather changes. He stated we plan to pay her after every 12 hydrants are complete.

 

The September 12^th concert in the park had to be cancelled due to the Governor’s limit on gatherings. 

 

The Recreation Board is asking whether they should plan a Halloween Party for the children this year.  Trick-or-Treat was also brought up.  Council Member Hilliard stated the kids are in school so why not let them trick-or-treat.  Council Member Schwab asked that the Mayor check with the Health Department and see what they recommend and bring their answer back to the next Council meeting.

 

• Fire Pay = $ 3,421.23 for the September 4^th Payroll.
• I will be working on a bid package to advertise for our property and liability insurance.  The quotes came in over $50,000 per year.
• We now are registered for SAM.  The Office of Budget and Management has approved our registration for the CARES money.  We received another $32,243.66 last week from the second round of the grant.  The first report of the use of the funds is due October 5^th.  There are very specific rules to the use of the funds and the reporting.  Any funds not used will be returned to the state on December 30^th.
• Resolution of Amounts and Rates:  Each year the County requires municipalities to accept the amounts and rates as projected by property values.  This has to be passed before October 20^th each year.  By bringing it up now, Council can have three readings but will still need it to be passed under emergency on the third reading in order for it to be in effect.

 

 

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

August 17, 2020-Insurance Committee meeting minutes provided by the Clerk

August 20, 2020-Planning Commission meeting minutes provided by the Clerk

August 24, 2020-Safe Routes to School-Council of the Whole meeting minutes provided by the Clerk

August 27, 2020-Firefighter/Paramedic Wage Committee meeting minutes provided by the Clerk

August 27, 2020-Planning Commission meeting minutes provided by the Clerk

 

Council Member Schwab reported on the Employee Compensation Committee meeting held on September 1^st with another meeting scheduled on September 15^th.  At this juncture, due to the uncertainty of the national economy affected by COVID 19, the committee has discussed recommending a one-year term.  The committee continues to discuss EMS staffing and will meet with the EMS Staffing Committee in the coming weeks.  The goal is to complete the Employee Compensation Committee’s work on the employee compensation and EMS staffing by 9/30.  Council will be asked later at this meeting to schedule an October 5^th Finance meeting to review this committee’s final recommendations 

 

Council Member Schwab urged all Committee Chairs to schedule a committee meeting in the next several months to discuss plans for 2021 and to establish a budget for each.

 

 

Planning Commission Meeting: Thursday, September 10^th at 7:00 PM at Village Hall (New High School Baseball Field behind the Elementary School)

__________________________________________________________________________________

         

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve the change order for the Fire Station Expansion Project in the amount not to exceed $2,350 for LED lighting in the old fire apparatus bays. The vote: All yes.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to  make application for a grant to purchase and install a Level 2 Electric Charging station in a commercially zoned spot in the Village with a grant total of $15,000 and Village contribution of $10,000 in costs. The vote: Radich, no; Schwab, yes; Fox, yes; Hess, no; Hilliard, no; Long, no.  Motion failed.

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to approve the fire pay of $3,421.23 from the Fire Equipment Fund. The vote: All yes.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to schedule a Finance Committee meeting for October 5^th at 6:30 pm to discuss the Employee Compensation Committee’s recommendations. The vote: All yes.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to advise the VA that the $30,000 placed in the Sidewalk Capital Improvement Fund in December of 2019 per Ordinance 105-2019 is earmarked by Council for the Safe Routes to School Project.  The vote: All yes.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to advise the VA that when ADA ramps are required by law as part of a street paving project, the ramps construction shall be paid out of the Street Improvement Fund.  The vote: All yes.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to create legislation authorizing the Stark County Metropolitan Sewer District to advertise and receive bids on behalf of Brewster Water Utility to contract for the installation of 1600 feet of connecting/looping waterline as a part of the County’s Justus Avenue and Keller Avenue Sewer Project.  The vote: All yes.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to create legislation authorizing the VA to purchase and Electric Digger/Derrick truck at a cost not to exceed $256,000 with that amount to come from the Electric Improvement Fund.  The vote: All yes.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to have the VA work with ab appropriate vendor to facilitate Zoom, YouTube, or other means to make Council meetings more accessible to residents.  Clerk King had told Council Member Schwab that CARES money could be used.  Mayor Hawk stated he thinks this is going to be around for a while. Council Member Long stated that Zoom gets hacked a lot and we need to find something that is secure.  VA Miller is concerned about having a location where everyone is six-foot apart.  The vote: all yes.

 

VA Miller stated we need to do something with the contracts for SRTS in order to meet our obligations for SRTS funding.  He stated it can wait until next meeting.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carried to create a resolution to give the Fairless Baseball and Fairless Youth Baseball/Softball Association priority for the Brewster fields.  The vote: Radich, yes; Schwab, yes; Fox, yes; Hess, yes; Hilliard, yes; Long, abstain. 

 

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to adjourn the meeting at 8:26 PM. The vote: All yes.

 

 

 

Respectfully submitted,

 

Kris King, Clerk-Treasurer