December 21, 2020 - Meeting Minutes
MINUTES
BREWSTER VILLAGE COUNCIL
DECEMBER 21, 2020
7:00 P.M.
Due to COVID-19, this meeting was permitted by Sub.H.B.197 to be held through a conference call. Notification was sent to the Massillon Independent, 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.
MEMBERS PRESENT:
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
VILLAGE OFFICIALS:
John Anthony, Solicitor Kris King, Clerk-Treasurer
Michael L Miller, Village Administrator
MINUTES FROM THE DECEMBER 7, 2020 REGULAR COUNCIL MEETING:
Mayor Chuck Hawk asked if there were any additions or deletions to the December 7, 2020 Council meeting minutes.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to approve the minutes as read. The Vote: all yes.
PRESENTATION OF BILLS:
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to accept the bills in the amount of $ 651,015.68. The vote: Radich, yes; Schwab, yes; Fox, yes; Hess, no; Hilliard, yes; Long, yes. Motion carries. Council Member Hilliard asked why cruisers #3, #4, and #5 went to Millersburg for oil changes at a cost $204. That was three trips to Millersburg. He stated we need to find a closer vendor and thinks this is foolish.
AUDIENCE:
Fire Chief Chris Colucy and Police Chief Keith Creter were also present on the call.
PRESENTATION OF GUESTS:
There were no guests.
CONSIDERATION OF ORDINANCES: Titles of each read by Solicitor John Anthony
ORDINANCE 73-2020: An Ordinance to Authorize and Execute the Agreement to Acquire the Welty Cemetery and Approve the Transfer to the Village of Brewster was given third reading.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to pass the legislation as read with the Mayor breaking a tie. The vote: Schwab, yes; Fox, no; Hess, no; Hilliard, no; Long, yes; Radich, yes. Council Member Hess stated that he had asked that the trees be inspected a month ago. There are 13 trees that appear unhealthy and are shedding bark and they could drain the account. They had not been inspected as of yet.
ORDINANCE 74-2020: An Ordinance Authorizing the Awarding of a Contract for the Advance Metering Infrastructure Project for the Water Meters was given third reading.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to pass the ordinance as read. Council Member Hilliard is concerned whether the Water Fund can afford this. VA Miller stated that unless the change orders are over $ 191,000, we are good. He stressed that this will not affect rates and that there is OPWC money available for a loan if it is needed. The vote: Schwab, yes; Fox, yes; Hess, no; Hilliard, yes; Long, yes; Radich, yes.
Third Reading: A Resolution expressing the Intent of Brewster Village Council to sell the Unneeded, Obsolete, or Unfit Municipal Property on the Internet.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to table until the January 4, 2021 meeting. The Village needs to pass this ordinance each year and even though this will not take effect until 2021, it appears cleaner if it is passed in 2021. The vote: All yes.
ORDINANCE 75-2020: An Ordinance Transferring Funds from the General Fund to a to be determined Fund and Declaring an Emergency at the Third Reading.
COUNCIL MEMBER HESS 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 SCHWAB MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to amend the ordinance to state the General Fund transfer will go to the Capital Improvement Fund in the amount of $35,000. The vote: All yes.
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve the legislation as amended. The vote: All yes.
ORDINANCE 76-2020: And Ordinance of Supplemental Appropriations and Amending Ordinance
14–2020 Relating to Appropriations and Providing for Transfer of Funds within said Appropriations Funds for the Fiscal Year ending December 31, 2020 and Declaring an Emergency at the Third Reading.
RESOLUTION 77-2020: A Resolution Amending and Appropriating for the Year-Ending 2020 and Declaring an Emergency at Third Reading.
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to suspend the rule requiring three separate reading and bring the legislation forward for passage. The vote: All yes.
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to approve the legislation as presented. The vote: All yes.
RESOLUTION 78-2020: A Resolution of Temporary Appropriations for the year 2021 and Declaring an Emergency at Third Reading.
COUNCIL MEMBER FOX 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 LONG MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to approve the legislation as presented. The vote: All yes.
Council Member Hilliard asked the Clerk to explain the resolution. Clerk King stated that temporary appropriations allow the Village to keep running. Without it, no bills or payrolls can be paid. The Village essentially shuts down.
RESOLUTION 79-2020: A resolution strongly opposing Senate Bill 352 and House Bill 754, legislation
proposing the repeal of section 29 of 197, which will result in a myriad of unintended consequences
through Ohio’s entire municipal income tax system, cause a substantial loss of revenue that will
Impede the ability of municipalities to provide for the health, safety, and welfare of municipal residents and businesses and thereby jeopardize the future economic growth of the state of Ohio was given third reading.
Solicitor Anthony stated under the temporary rule, if an individual has to work at a temporary worksite because of the COVID-19 emergency, that employee is still considered to be working at his or her regular place of employment, or principal place of work. This treatment affects which municipality the employer must withhold income taxes for, which municipality may tax the employee’s pay, and whether and how much of the employer’s own income is subject to a municipality’s income tax. Considering this income to be earned at the employee’s principal place of work.
The bill repeals a temporary rule governing the municipal income taxation of employees who are working at a temporary worksite – including their home – due to the COVID-19 pandemic. The temporary rule is set to expire 30 days after the end of the Governor’s COVID-19 emergency declaration, but the bill would repeal it sooner if the bill’s 90-day effective date is followed.
The resolution opposes the repeal of the temporary rule which in the opinion of the OML will cause chaos and confusion.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to approve the legislation as presented. The vote: All yes.
Second Reading: An Ordinance Authorizing the Village Administrator to prepare Specifications and Advertise for Bids for the 2021 Paving Program.
ORDINANCE 80-2020: An Ordinance Amending Ordinance 93-2017 and 66-2020 to Adjust Compensation of Village Employees for 2021 and declaring an emergency.
Council Member Schwab asked if this was to add an Advanced EMT rate? VA Miller stated it was. Council Member Hess asked if this was the only change? VA Miller stated it was the only change.
COUNCIL MEMBER SCHWAB 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.
COUNCIL MEMBER HESS MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to approve the legislation as presented. The vote: All yes.
RESOLUTION 81-2020: A Resolution of Appreciation and Congratulations to James Brenneman, DMV was given first reading.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve this informal resolution. The vote: All yes.
First Reading:An Ordinance Authorizing the Village Administrator to Contract with GPD Engineering for Professional Services for the Integration and Programming of a SCADA (Supervisory Control And Data Acquisition System) at the Electric Substation.
MUNICIPAL DEPARTMENT REPORTS:
A. FIRE DEPARTMENT: Chief Chris Colucy
- Year-to-date calls = 720. Down 100 calls from last year.
- Finishing up odds and ends on the Fire Station Expansion Project.
- Chief Colucy is requesting reimbursement for Trevor Heaton to attend Paramedic School at Stark State College at a cost not to exceed $7,000 including tests, passes, and books.
- Chief Colucy has been conducting interviews. Advanced EMT Eli Bosler has come highly recommended. Five more Medics have applied
- Shifts for January have been covered by existing paramedics and EMT’s. Expect the payroll to be up as new hires will be doing ride-alongs to become familiar with our area/protocols and to make sure they know what is expected of them.
- A quote for the blinds for the addition were discussed. Council Member Hilliard stated he knows it is a lot of money but has experience in purchasing blinds and this is what they cost.
- Council Member Hilliard asked why the gear room needed epoxy paint. The Chief stated it will make cleanup easier and it will not be as slippery when coming in after a call or when it is snowy or rainy. The epoxy has grit in it for traction.
Chief Creter provided a memo for Council last week and read it to Council. This is an exert from that memo. “I am asking that Ofc. Benny Truman be promoted to the position of Sergeant of Police. Ofc. Truman started as a part-time officer on November 4th, 1991, promoted to full-time on April 7th, 2007. Ofc. Truman's assignments include Evidence Officer (2008 to current), & School Resource Officer & A.L.I.C.E. Instructor (2012 part-time, 2016 certified full-time). Ofc. Truman has naturally gained respect from his co-workers, community members & leaders, courts, schools, police agencies, and others. On a good day, the Fairless Schools have close to 2,000 individuals in or around all three schools, Ofc. Truman has been the OIC (Officer In Charge) since 2018, making sound decisions. Ofc. Truman has shown outstanding leadership ability in the past, present & with doubt will do so in the future. Ofc. Truman will receive a pay rate adjustment of $1.16 to the positive, (accounted for in 2021 wage and benefits budget). I would respectfully ask, with Mayor Chuck Hawk's approval, for Council’s consent to promote Ofc. Benny Truman to the position of Sergeant of Police.” Council Member Schwab and Mayor Hawk both spoke on how well Officer Truman does at the school and stated it was well deserved.
- Welty Cemetery - Ohio Dept of Commerce requirements. When the ordinance goes into effect Chuck will sign the agreement and we need to set up a closing and do a title search through a title agency. We need to get the registration and required paperwork completed to send to the Department of Commerce. That needs to take place at the time of deed transfer.
- Jackie Hickman firefighter tuition reimbursement matter. Mayor has made his position clear.
- Received a contract from AMPT to form the basis of purchase order so that the Village can be paid for maintenance of the 69 KV line. Just received last Friday after business hours and it is rather lengthy, and we are working on it.
- Working on documents needed to facilitate the online sale of unneeded or surplus property of the Village.
- As far as replacement meters, we concluded that delinquent electric bills can be certified by the VA to the County Auditor for collection. Still working on how to secure advancements made by the Village for replacement equipment to serve the Electric upgrade. I believe the only way to do that will be with a note and mortgage and possibly a UCC-1 Financing statement. [Aside where most title agencies, when they close a real estate transaction and they know the property is served by governmental utilities, no matter what form, they will get a final payoff and pay them out of the closing. Some have a theory the lien attaches at the time the charge is incurred even if not delinquent.
COMMUNICATIONS:
Nothing to report.
VILLAGE ADMINISTRATOR: Mike Miller
Council received the Village Administrator’s report last week to review.
COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to accept the VA’s December 21, 2020 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 12/7/2020 thru 12/21/2020:
- Fire Station Addition – Progress. Construction is wrapping up. It passed Stark County Building Department inspections the week of December 7th. Waiting for the Return Room Floor, EMS Supply Room Floor, and the Gera room Floor to be epoxied before the move in is fully commenced.
Council approved a change order to replace the last two (2) existing Fire Department garage doors with a glass garage door and a new aluminum storefront with single door, with electronic door access, in the amount of $13,762.10 (includes 10%). However, after field measuring and discussing specifics, such as the need for the new storefront door to be handicapped accessible (Button assist), the price is being recalculated.
- Fire Department Addition – Plumbing & HVAC Change Orders. No changes since last meeting. We did have an addition of four (4) “scrubbers” on each of the furnaces that with filtration and UV lighting kill viruses (including COVID) that were added in the amount of $3,948, but those are being paid for out of COVID Funds we received from Sugarcreek Township.
Ø Fire Department Addition – Electric Change Orders. We finally have our last “set of change orders from Hilscher-Clark. They are:
- Add additional data cabling and equipment (data, voice, video) to new data locations per revised data cabling proposal in the amount of $2,537.07 (new, after additional input from the Village’s IT Consultant Seifert Technologies)
- Add power for 3 additional garage door operators in the existing apparatus bays including four door sensors and three remote operator switches in the amount of $2,071.04 (needed because the new glass garage doors were heavier)
- Relocate existing devices in the existing apparatus bays ceiling due to conflicts with new tube heaters (two overhead door operator, receptacles, two cord reels, and three light fixture whips) in the amount of $641.78 (advised Council September 8th)
- Add two LED light fixtures for closet 213 and in the adjacent hallway in the amount of $908.50 (advised Council November 2nd)
Total amount of the foregoing changes is $6,158.39, bringing the total amount of electric change orders to $21,723.89 (doesn’t include $5,000 allowance)
I am requesting approval of the foregoing change orders in the amount of $6,158.39.
- Fire Station Addition – Changes Orders & Overall Budget. No changes since last meeting. At this point, the overall cost status is essentially the same as last meeting. Theoverall 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 amount to $131,603.92.
- Plumbing/HVAC change orders to date amount to $3,023.00.
- Electric change orders to date amount to $21,723.89 with the additional $6,158.39.
- Total cost including change orders to this point brings us to $1,635,698.81 with the additional $6,158.39 if recommended changes above are approved. We are 10.6% 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.
- We will back out the costs (General and Electric) for the hands dryers and paying for those costs out of CARES/COVID Funds (not yet shown).
- Jefferson Ave Sanitary Sewer Replacement Project. Construction activities have begun for the Jefferson Ave Sanitary Sewer Rehabilitation Project. Central Allied has 300 days to complete the project.
Progress on the Jefferson Ave Sanitary Sewer Replacement Project to date:
- Central Allied has completed tree clearing.
- The precast submittals were turned in, have been approved, and are in production.
- Digging has commenced.
- We have identified some initial changes to improve the project.
We will be reporting CDBG payments to OPWC, and when CDBG Funds run out, submitting payment requests for Central Allied to OPWC directly. CDBG money is first spent, so the amount we will need to draw down on the OPWC Grant and Loan will be less than the full amount we received. So, unless there is more than $190,000 in change orders (highly unlikely) the Village will have no money expended for construction.
ØJefferson Ave Sanitary Sewer Replacement Project – Construction Administration and Inspection. With the bill from Hazen & Sawyer for November, there is $1488.86 left on the Construction Administration Contract. I have provided a table that shows what has been spent on each sub-task within the Construction Administration Contract through the first 6 invoices. Hazen & Sawyer has indicated that they will see the Jefferson Project through within reason.
I was reminded at the bid opening by Hazen & Sawyer that the Construction Administration Contract did NOT cover inspection. So, I was already in the process of having another entity available in the event we needed inspection. I am now expanding the “scope” of those duties to include changing the Engineer of record for the construction portion of the project, whose main duties will be to review pay request, review any submittals from Central Allied (most complete), and to assist with inspection, if necessary in the event something is beyond Brewster employee’s capabilities. This should be completed very shortly to assure Brewster (engineering) is not a hold up in any way to the project.
I have spoken with Central Allied who will hold any submittals or issues they would have submitted to Hazen & Sawyer for a few days until I can get a resolution. I will keep Council informed.
- Advanced Meter Infrastructure (AMI). The AMI Project continues to move forward. Material has been ordered for the project. Shop drawings are complete. Based on the schedule, the First Article meters are scheduled for delivery January 4th, 2021. The base station has been delivered and installation has begun. Core and Main, the company that was awarded the Village’s AMI Meter Project, indicated that within a couple of weeks the antenna/receiver and other infrastructure necessary to support the AMI Meters will be in place.
The Electric Department can start installing meters at that time. This came faster than I expected, and a Public Utilities Meeting has been scheduled to discuss some implementation items.
- AMI Metering for Water and Wastewater. Legislation has been introduced for adding AMI water meter attachments to our current water meters. As noted above, the AMI electric meters are scheduled for delivery January 4th, 2021. Installation is scheduled to begin with delivery, including activation. The AMI water meter attachments to our current water meters will also require installation and activation. So, to avoid duplication of visits to residences to install water meter attachments AFTER installing electric meters, IF Council approves adding AMI water meter attachments to our current water meters by ordinance, I would request it do so on an emergency basis to save labor and avoid making two (2) trips for installation/activation. As a reminder, the reason Council did not pursue the AMI water meter attachments was a question at the time of whether the Water and Wastewater budgets could afford them. The series of items we needed to look at to answer whether we can afford the AMI in Water and Wastewater with our current budgets were/are:
- The cost to add the AMI water meter attachments to our current water meters is $128,736.
- The cost split between Water and Wastewater is $64,367 each.
- A higher amount was calculated by Courtney & Associates into both the Water and Wastewater budgets in their rate studies.
- Wastewater, which is the utility that has concerned us most, especially because it might have to come up with funds for the Jefferson Ave Sanitary Sewer Replacement Project is going to have to provide NO funds towards that project.
- The Water budget prepared by Courtney & Associates showed that they expected a fund balance of $315,723 at the end of 2020, and $284,313 at the end of 2021. The current balance in Water is $485,958, in part because no money was spent/encumbered for the AMI Project.
- If $64,367 is spent/encumbered for the AMI Project, the current balance drops to $421,591, well above the amounts projected by Courtney & Associates.
- The Wastewater budget prepared by Courtney & Associates showed that they expected a fund balance of $396,702 at the end of 2020, and $394,004 at the end of 2021. The current balance in Wastewater is $455,938, in part because no money was spent/encumbered for the AMI Project.
- If $64,367 is spent/encumbered for the AMI Project, the current balance drops to $391,571, at the levels/amounts projected by Courtney & Associates.
An additional consideration is that if we upgrade the water meters to AMI at the same time as Electric is upgraded, we save considerable time, expense, and frustration for the Utility Department having to enter readings for Water/Wastewater in by hand while downloading Electric via AMI readings.
I am recommending that Council authorize the remaining portion of the bid for the upgrade the water meters to AMI.
- Generator for Police Department. I now have two (2) quotes for installing the Police Department Back-up Generator (old Village Hall/FD Generator). The low bid is Wood Electric at $23,500. I requested a bid from another contractor but received no response.
Installation of the back-up generator will assure continued operations of the Police Department in the event of a power failure. It can only serve the Police Department. The current configuration is two meters/panels – one at the PD and one at Street. Code and safety considerations don’t allow us to mix.
The plan LONG TERM is to if/when a new Street Department Building is constructed, to feed the last 3 Street bays from that structure/service, and then split the PD bays portion back over to the PD/Generator. My thought is rather than full blown additional back-up generator for the new Street Department get battery back-up garage door openers so we can get equipment out, with something much smaller for lights etc. (like a home Generac). Much less expensive.
- 2021 Paving Program.I have provided background for the upcoming Finance and Streets, Alleys, Curbs, Storm Sewers, & Sidewalks Committee Meetings on the 2021 Paving Program. The Clerk-Treasurer has indicated that:
- we have in the paving fund approximately $72,000
- we will have another projected/approximate amount of $160,000 in the paving fund by July 1st, 2021
- TOTAL projected amount for 2021 Paving Program of $232,000
I have sent out a PRELIMINARY list of streets for 2021 in spreadsheet form, showing the Pavement Condition Ratings (PCRs) from 2017 and PCRs from 2020. The cost projection is $191,000 and is an estimate based on recent bids. The separate list in the table below the main list are potential streets to be added, within the budget constraints of course.
Tentatively, the streets that I recommend paving this year are:
Street |
From |
To |
2nd Street SE |
Jefferson |
East Terminus |
Main Street SE |
Wabash |
Cleveland |
Jefferson Ave SE |
5th |
7th |
5th Street SE |
Cleveland |
Jefferson |
5th Street SE |
Wabash |
Cleveland |
1st Street SW |
Grant |
Lincoln |
Grant Ave SW |
2nd |
1st |
2nd Street SW |
Wabash |
McKinley |
McKinley Ave SW |
2nd |
North terminus |
Chestnut |
1200 feet +/- |
|
I also recommend adding at least one street from the following list:
Street |
From |
To |
Harmon Street NE |
Wabash |
Mohican |
Tuscarawas Ave NW |
Pinewood |
Chestnut |
Superior Street NE |
Wabash |
Mohican |
6th Street SW |
McKinley |
Washington |
McKinley Ave SW |
Main |
2nd |
I also provided a spreadsheet for all Brewster Streets reflecting where we stand on a “projected” December 2020 PCR.
This will be the first year in a while that we have no OPWC or MRF Funds for paving to extend what we spend on paving, as a result of the paving income tax expiring in 2021 and not being certain we have a local match in 2022 to leverage an OPWC Application, and not wanting to tie up money from 2021 and/or delay our overall paving in 2021 because we would have to wait until after July 1st, 2021 to start if we got OPWC funds for paving in 2021.
As you all may remember, I have previously indicated that the PCRs from 2020 were less than satisfactory. Both the Street Superintendent and I had issues (still do). And, while there were some revisions, I still do not feel the 2020 PCRs accurately reflect current condition OR order of worst to bestof our streets. That is why I have both the 2017 and 2020 PCRs in the spreadsheet. That is why I also reached out to do a “poor man’s” PCR for 2021, rating ONLY for those streets that have NOT been paved in the past 4 years to reduce the cost for the PCR. As Council is aware, the PCR has been a valuable tool in planning the annual Paving Program, so having an accurate PCR will help plan our Paving Programs for 2021, 2022 and 2023.
One twist this year is 2nd Street SW – we need to replace the curb & gutter we took out for the storm drainage project, which has been taken into account.
Another “twist” is my suggestion to add accessibility to Bimeler by installing curb & gutter and sidewalk on the west side of McKinley north of 2nd. With curb & gutter on 2nd, cost should be more reasonable at same time, and fulfill an objective listed in the Village’s Comprehensive Plan that was adopted in 2013.
My goal is to bid out early in 2021 to get best prices and hopefully an early start. A combined Finance and Streets Committee Meetings have been scheduled for January 4th at 6:30 pm.
- Auctioning Village Property that is Obsolete and No Longer Needed. Council will be considering on third reading a Resolution expressing the intent of Brewster Village Council to sell unneeded, obsolete or unfit municipal property on the internet. It mirrors one passed earlier this year. Unfortunately, by the time I got enough work cleared off my list to investigate the various methods/companies that comply with Ohio Law to place our items on, it was far enough towards the end of the year that rather than spending the funds to advertise in 2020 AND again in 2021, it made more sense to wait for 2021.
I am totally in support of auctioning off our surplus property that we either cannot trade it in, or sell it to another political subdivision, or Council decides we can get more money and spend less resources selling on the internet. But, placing an ad in the Canton Repository or the Massillon Independent and then putting items up on our website to get bids wasn’t/isn’t going to get us much competition/bidding. Again, I have been looking at various auction services that provide political subdivisions a wider audience to sell surplus/obsolete property at no cost to the Village.
I recently participated in a presentation by Public Surplus. Public Surplus is a service that provides a platform for a number of public entities to auction surplus equipment. Public Surplus touts themselves as the largest online public surplus auction site, with over 5000 participating entities and over 7,000,000 hits each day. It would be free to the Village to use. They charge a buyer’s “premium (10%). They provide an audit trail and keep records for 7 years. They would also provide a link on our website. Some area entities that are already “members” are Canton, Cuyahoga Falls, Mansfield, Wadsworth, and Jackson Local Schools.
A link to get an overview is https://www.publicsurplus.com/sms/mansfield,oh/browse/allcat It is Mansfield. You can look around to get an idea how it works.
I have received copies of Public Surpluses standard buyers/auction contract and documents for John to review. We can edit/amend it to whatever we feel is appropriate.
If we are going to make internet sale of our surplus/obsolete property work for the Village (at least recoup our advertising costs and hopefully get as much as we were offered at trade-in or sale to another political subdivision) I feel this is what we need to do.
I will await Council’s direction.
- Electric Substation – SCADA (Supervisory Control and Data Acquisition System). In February I informed Council that during the preliminary engineering phase of the project, the Village chose to include SCADA hardware in the new control house. This was deemed the most efficient and expedient course of action based on the Village’s ultimate desire to install a SCADA system. It would potentially cost more to add SCADA hardware after completion of the Electric Substation Upgrade/Expansion Project. SCADA allows the Village to be much more efficient process to supervise and manage our distribution system. Preliminary engineering work was completed. SCADA hardware was included in the bids for the Electric Substation Upgrade/Expansion Project, and installation and wiring of the SCADA hardware in the control house was completed as part of the Substation Upgrade/Expansion.
Adding the new SCADA hardware required the following SCADA related preliminary engineering work:
- Develop the proposed Brewster SCADA system functional communications overview and detailed one-line diagrams.
- Develop Orion LX hardware configuration.
- Develop status & control points list in Excel spreadsheet format.
- Interface the new Orion LX with the existing ANTX auto-text alarm system to maintain present and proposed alarm points during the transition from ANTX to SCADA.
- Work with NovaTech to obtain the necessary technical information to develop:
- Equipment dimensional outline and Orion LX hardware layout drawings
- SCADA system Bill of Materials
- SCADA system detailed wiring diagram
- Issue above items to VFP (control house manufacturer) to fabricate and install in the new control house.
- Provide technical support to VFP as needed during fabrication.
- Include additional SCADA detailed wiring on GPD construction drawings to connect new and existing control house and field equipment (transformers, breakers, reclosers, regulators, etc.) to the new SCADA system.
The SCADA work was separately tracked under Task 300 on GPD P/N 2018040.01. Because the SCADA might be a cost that AMP Transmission may reimburse a portion of at some point as part of the 69 kV Asset Purchase, and so that there is less confusion, we entered into separate agreement with GPD in an amount not to exceed $16,000.
However, the original project scope with GPD for engineering of the Electric Substation Upgrade/Expansion Project did not include engineering of the accompanying software/programming of a SCADA (Supervisory Control and Data Acquisition System). The original scope included only connection of new equipment alarms to the existing ANTX (Autotext alarm system).
I have been negotiating with GPD for the engineering of the accompanying software/programming of a SCADA (Supervisory Control and Data Acquisition System). GPD has provided a proposal to perform the engineering necessary to program, commission and place into service our Orion SCADA system hardware at Southside Substation in an amount of $69,500.
I am recommending that Council to pass legislation to enter into contract with GPD in the amount of $69,500 to perform the engineering necessary to program, commission and place into service our Orion SCADA system hardware at Southside Substation.
- Stark County Metropolitan Sewer District Sewer Extension. I am still coordinating with the Stark County Metropolitan Sewer District to come up with the appropriate language to authorize 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 for a Village of Brewster water line extension/loop.
- Efficiency Smart – Rebates. Heating and cooling make up the largest portion of the average household’s energy bill. Efficiency Smart offers rebates on products that can help you save on these costs, including a $750 rebate on cold climate air source heat pumps and a $100 rebate on air source heat pumps. Visit www.efficiencysmart.org/brewster-ohio and select “Home Energy Rebates” or call 877-889-3777 for more information on available rebates.
- Efficiency Smart – “Trivia Tuesdays”. Efficiency Smart is running called “Trivia Tuesdays”. Each Tuesday in November, Efficiency Smart will post a new energy efficiency trivia question on its Facebook page. https://www.facebook.com/EfficiencySmart . Those who answer correctly will be entered to win a $25 promo code redeemable on our Online Savings store. https://www.efficiencysmart.org/online-savings Efficiency Smart will randomly select one winner each week, so residents can participate each week for more chances to win. Efficiency Smart is asking for our help increasing awareness of the contest by sharing Trivia Tuesday information.
Council Member Hilliard asked about a generator repair bill. Clerk King stated this was on Pumper #158.
- The Mayor is recommending the promotion of Officer Benny Truman to Sergeant.
- The Mayor is recommending the hiring of Eli Bosler.
- The Mayor reported on the raises for the Fire Department Officers that were requested by the Chief; the raises for the Fire Department Officers will be the same as the other employees at 2% for 2021.
- Council Member Hilliard wants to stick to the recommendation of the Solicitor on the paramedic reimbursement issue.
- Council Member Schwab would like to see a recommendation on a cost to outfit the new Fire Station expansion. He stated we need to see where we are at with the spending and what we need to complete furnishing the building.
VILLAGE CLERK-TREASURER: Kris King
Mayor Hawk asked if Council would like to approve the Clerk’s report.
COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to approve the following report. The vote: All yes. Council Member Hilliard stated that if the Clerk wishes to have the report approved without reading it aloud to Council, it must be emailed earlier than the afternoon of the meeting.
December 21, 2020:
The CARES money has all been encumbered and we have not received enough to cover all the expenditures. Council made a motion to use the CARES money for the Police Department’s body cameras at a cost of $18,061. I would like permission to take that out of the Police Income Tax Fund instead. A motion would be needed to do this.
We have received a subgrant from Sugarcreek Township for $13,494.25 for equipment and supplies for the Fire Department. All the paperwork and proof has been submitted; we are just waiting to hear if it’s approved.
Stark County Commissioners also offered a subgrant for first responder wages and benefits in the amount of $5,927.85. All the paperwork and proof has been submitted; again, we are just waiting to hear if it’s approved.
The United Way of Greater Stark County awarded $1,500 in utility assistance to Brewster residents. We had sent them $12,000. We received $10,500 back today. This will now be used to offset some of the expenditures appropriated from CARES Act-State Fund.
The BWC Board of Directors has also approved a 5-billion-dollar dividend payout. We were told to expect a check for $97,124 around mid-December. Nothing as of today.
One of the items in the Finance Committee mentioned was the transfers. I would like to see a new ordinance for transfers. We had discussed the Recreation Fund transfer be suspended since we had very limited expenses in 2020. I would also like to see a quarterly transfer for the DARE Fund of $400 per quarter instead of an annual donation. I feel this would be a cleaner method of supporting the program.
Annual Lighting Contest winners:
- First Place: Brewster Barber Shop-Suzi Hostetler-203 Wabash S - $100
- Second Place: Sue Lalewicz-244 Huron St - $50
- Third Place: Mary Kerhin-226-4th St SW - $25
The Clerk is reminding everyone of the mask order and requesting that masks be worn when visiting Village Hall.
VILLAGE SPEAKS (Communications received by Council Members from Village Residents):
Nothing to report.
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
- Minutes of Finance Committee Meeting 11/2/2020.
- Minutes of Welty Cemetery Meeting 11/2/2020.
- Minutes of Finance Committee Meeting 11/16/2020.
- Minutes of Utility Committee Meeting 11/16/2020.
PENDING PROPOSALS FROM PAST MEETINGS:
OLD or NEW BUSINESS:
COUNCIL MEMBER HESS MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to approve the Fire Pay of December 11 at a cost of $2,803.99 from the Fire Equipment Fund. The vote: All yes.
COUNCIL MEMBER HESS MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to approve Trevor Heaton to Paramedic School with a signed agreement and not to exceed $7,000. The vote: All yes.
COUNCIL MEMBER HESS MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to approve probationary part time Advanced EMT Eli Bosler pending a drug screen, background check, and physical. The vote: All yes.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve the Mayor’s recommendation for the promotion of Officer Benny Truman to Sergeant. The vote: All yes. Mayor Hawk stated this is a good appointment. Council Member Schwab stated Benny Truman has been an asset to the Village Police Department for many years.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to pay for the $18,061 Body Cameras from the Police Income Tax Fund instead of the CARES Act-State Fund. The vote: All yes.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to approve the $6,158.39 electric change order for the Fire Station. The vote: All yes.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to create legislation to amend 22-2020 to set quarterly transfers for 2021 with the guidance of the Village Clerk and Council input. The vote: All yes.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to schedule a Council of the Whole Committee Meeting at 6:30 pm on February 1st to review the rules of operation of Welty Cemetery. The vote: All yes.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to direct the Solicitor to take legal action against the paramedic that didn’t fulfill her agreement. The vote: All yes.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to go into executive session to meet with Legal Counsel to discuss disputes involving the Village that are subject to pending court action at 8:23 pm. The vote: All yes.
All of Council, Mayor Hawk, Solicitor Anthony, and Chief Colucy hung up and called into a different conference call number.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to exit executive session at 8:47 pm when they rejoined the original conference call. The vote: All yes. No action was taken.
Chief Colucy asked what Council wished for him to do about the window blinds? Council Member Hilliard stated he knows it is sticker shock, but these prices are comparable. He also recommended putting them inside the window. He stated the wooden ones will have to be dusted all the time.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to purchase blinds from Nancy’s Draperies at a cost not to exceed $3,500. Council Member Schwab asked how many they need? Chief Colucy stated they needed nine. The vote: All yes.
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to adjourn the meeting at 8:52 PM. The vote: All yes.
Respectfully submitted,
Kris King, Clerk-Treasurer
Charles Hawk, Mayor