January 18, 2022 - Meeting Minutes

 

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

 

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                           Dave Godwin, Council Member               

Thomas Hilliard, Council Member                Brett Long, Council Member                      

Sydney Radich, Council Member                 Mike Schwab, Council Member

 

John Anthony, Solicitor                                  Michael L Miller, Village Administrator

Kris King, Clerk-Treasurer

 

Mayor Chuck Hawk asked if there were any additions or deletions to the January 3 2022 Council meeting minutes.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to approve the minutes as read.  The vote: All yes.

 

COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to accept the bills in the amount of $380,544.75.  The vote: All yes.

 

Police Chief Nathan Taylor

 

There were no guests.

 

RESOLUTION 4-2022: A resolution authorizing the entering into a contract for a water main extension and hydrant addition for Brewster Parke and to fund with American Rescue Funds was given third reading.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to approve legislation.  The vote: All yes.

 

ORDINANCE 5-2022:An ordinance authorizing an amendment to the Stark County and Village of Brewster Sanitary Sewer agreement to accept and treat sanitary sewage and wastes was given third reading. 

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to approve legislation.  The vote:  All yes.

 

RESOLUTION 6-2022:A resolution authorizing a three-year agreement with the Board of Trustees of the Local Organized Government in Cooperation (L.O.G.I.C.) for full dispatching services for the Village Fire Department and the Village Police Department by the Regional Emergency Dispatching Center (RED) was given third reading

 

 COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to approve legislation.  The vote:  All yes.

THIRD READING: A resolution adopting a donation policy for the Village of Brewster was given third reading.  Solicitor Anthony told Council that the resolution will need to be amended to fill in several blanks in the resolution before it can be approved.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to table the resolution until a meeting can be held to discuss what would be appropriate for the blanks.  The vote: All yes.

 

SECOND READING: An ordinance approving an agreement with the Ohio Rural Community

Assistance Program (RCAP) for cooperative Geographic Information System (GIS) Services.

 

FIRST READING: An ordinance approving with the City of Massillon Law Department to provide

prosecution services in Massillon Municipal Court and other related legal services from January 1, 2022 through December 31, 2022.

 

ORDINANCE 7-2022: An ordinance accepting a FEMA assistance to Firefighters Grant (AFG)

and for the purchase of fifteen (15) sets of turnout gear for the Brewster Fire Department and declaring an emergency.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to amend the emergency clause of the ordinance.  The vote: all yes.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HILLARD 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 LONG and motion carried to approve the ordinance as amended under emergency.  The vote: All yes.

 

ORDINANCE 8-2022: An ordinance authorizing the Village Administrator to make

preparation for and advertise for bids for fifteen (15) sets of turnout gear for the Village Fire Department and declaring an emergency was given first reading.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to amend the emergency clause of the ordinance.  The vote: all yes.

 

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 FOX MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to approve the ordinance as amended under emergency.  The vote: All yes.

 

FIRST READING: An ordinance authorizing the Village Administrator to purchase fifteen (15) sets of turnout gear for the Village Fire Department and declaring an emergency.

 

Mayor Hawk expressed his dislike on how the grant and turnout gear process was handled and will be working with the Chief on getting items like this to move more smoothly.

 

RESOLUTION 9-2022: A Resolution of Appreciation for Andrew Hess.

 

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

 

 MUNICIPAL DEPARTMENT REPORTS:  

 

 

 

COMMUNICATIONS: 

 

VILLAGE ADMINISTRATOR: Mike Miller

Council received the Village Administrator’s report last week to review.  Administrator’s report for period 1/4/2022 through 1/18/2022:

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to accept the VA’s report as written and emailed to Council and to enter it into the record of tonight’s Council meeting.  The vote: All yes.

 

VA Miller addressed the following items that have occurred since the email went out.

• Update on the Council Chambers COVID Compliance Remodeling Project.  Change orders of $14,196.73.  This includes vinyl flooring, insulation above the area, replacing the tile and grid for the ceiling are included in this change order.  There was a contingency of $10,000 built in so this is only an actual increase of $4,196.73.
• Sanitary Sewer lines have been camera’d.  Four basements were flooded due to the bypass.  We have replaced a sump pump to prevent reflooding that basement.  We will have some furniture charges.
• JV5 REC sales need to be approved by Council.
• Council Member Schwab discussed changing the Sidewalk Improvement Fund to cover sidewalks affected by trees.  VA Miller would like direction from Council on how the funds are to be spent.  Council Member Schwab would like to see the funds used to pay for the sidewalks that are repaired as trees are being replaced and use the tree money for trees.

 

Ø  Sturm Lot Split and Parking Lot. We are moving forward from the initial layout for the parking lot and lot split (replat) for the Sturm lots. We will be surveying the lot split (replat) and having plans developed for construction based on the sketch. Concurrently, we are also assembling criteria to use in a bid process for lease, lease with option to purchase, or lease for the southernmost lot which is expected to be approximately 80 feet wide (at Wabash) by 140 feet deep.

• Brewster Parke Water Line Extension and Hydrant Project.  The Brewster Parke Water Line Extension and Hydrant Project bid opening was December 15th at 2:00 pm. Eleven (11) sets of plans were issued. We received four (4) bids. The four (4) bids were/are:

Company	Bid
Ohio Erie Excavating (Bolivar)	$52,132.00
Palmer & Sons (Wooster)	$63,610.00
Spano Brothers Construction (Akron)	$72,519.00
RBS General Contracting (Massillon)	$46,144.08
ENGINEER’S ESTIMATE	$57,628.00

RBS General Contracting of Massillon, Ohio is the apparent lowest and best bidder. The bids have been reviewed by W.E. Quicksall, and they recommend awarding the contract to RBS General Contracting. This project is to be funded with a portion of Brewster’s American Rescue Plan Funds.

 

The Village has:

• received its Plan Approval Letter from the Ohio EPA for the Brewster Parke Waterline Extension

·         has had the required easements donated at no cost by Brewster Parke

• has accepted and recorded the required easements.

 

Legislation is pending to award a contract to the lowest and best bidder - RBS General Contracting of Massillon, Ohio.

 

• Filter Media Replacement Project. As Council is aware, the Village awarded a contract for the Filter Media Replacement Project. The base bid was $381,792, within 10% of the estimate of $365,800.

As I informed Council, there was the potential for significant savings from the base bid amount. Split out were amounts for:

• Filter 1,2, & 3 Tank Internals - $69,075
• Filter 4 Tank Internals - $36,017
• Pit Filter - $5,088

      As I informed Council last year when the contract was awarded:

               Those items were split out because we won’t be sure they need replaced UNTIL we remove the filter media. Once the filter media is removed, IF the tank internals for example are in good enough shape to clean and remain, then we can deduct the corresponding amount from the contract. This approach is far superior to including those costs and attempting to negotiate the reduction after the fact. That will be a decision that will based on the condition and projected life expectancy (time until next filter media replacement) rather than on cost. The tank internals have to last as long or longer than the period to next filter media replacement.

 

Filter #1 has subsequently been emptied. There was an initial thought that all the internals would not need to be replaced based on expecting that the cost savings would be the $69,075. We did our due diligence - I have attached photos. There was no question that some of the internals need replaced. When we requested a proposed change order (reduction) to allow the remaining internals (in photos – look closely at image 2) the amount of savings is approximately $14,000 total. After consultation with CT Consultants, and weighing the cost savings against fully rebuilt filters versus partially rebuilt, with the objective that the rebuilt filters will last 25 years as these have, the cost savings aren’t enough to take the risk and non-perform replacing all the internals. That is CT Consultants recommendation.

 

• Water Department & EPA Recommendations - Hydraulic Model of the Distribution System.This morning Water Superintendent Mike Maybaugh and I met with CT Consultants to review the initial results of our Hydraulic Water Modeling. As a reminder, in June of 2021 the Village received a report with observations and recommendation from the Ohio EPA regarding the Village’s water system. One of the items EPA the recommended was:

model of the distribution system to improve your knowledge of water flow within your system. By knowing where flow is susceptible to stagnation, modifications can be made to the system to improve water flow, reducing water age, and potentially improving water quality.

 

Field work has been completed and we were reviewing and discussing the results prior to receiving a draft report. The meeting lasted approximately 1 ½ hours and covered not only the results but recommendations for future projects based on those results. Once we have a report, I will share that with Council. The Hydraulic Water Modeling will also help determine future capital projects.

 

One of the items that was discussed was a contingency plan should something happen to our wells. We have five (5) wells located in close proximity together. So, something we have discussed at this point as a LONG-TERM project is to identify and have plans for a second source for water for the Village. One possible source has been identified as the solar field property. A second potential area for wells is the east side of the levee at the end of Main Street. CT Consultants will look preliminarily at those locations and others, again as a possible LONG-TERM project(s). Many others higher priority and in line in front of this.

 

• Council Chambers COVID Compliance Remodeling Project. With demolition well under way on the Council Chambers COVID Compliance Remodeling Project, we had a progress meeting January 11^th. As a result, a few items were observed that we are getting proposed prices for change orders so we have the ability to determine cost/benefit:

• Floor has been leveled where Fire Office used to be, so with removal of walls there is a ¾ to 1 inch “lip” which we are getting a price to remove
• For comparison, we have requested a price to put VCT down in the new space as opposed to coming back and painting/sealing the floor similar to the Fire Department.
• No insulation above either new Council Chambers or the old meeting room – again getting a price
• “patching” in ceiling tile grid in old meeting room is problematic because existing grid is no longer white, so getting price for new grid (and tile)
• Expecting credit for change in HVAC

 

This contractor continues to be easy and cooperative to work with as the contractor we had for the Fire Addition. I will keep Council informed as best I can so that Council isn’t surprised and has advance “warning” of proposed changes.

 

• Safe Routes to Schools. The plans have been filed for the Safe Routes to Schools Project (STA-62-5.10 or PID: 110990) in Columbus. Review in Columbus and bidding is next.

• 2022 Paving Program. The advertisement in the Canton Repository for the 2022 Paving Program will be appearing on January 13th and January 20th, 2022. Bids will be received by the Village of Brewster, at the office of the Fiscal Officer, Village of Brewster, 302 South Wabash Avenue, Brewster, OH  44613 until the 3rd day of February 2022 until 2:00 pm, at which time they will be opened. I have provided a copy of the electronic version of the bid specifications to Council.

 

The Engineer’s Estimate is higher than the preliminary budget number that was discussed, but that is normal.  Last year the low bid was 72% of the Engineer’s Estimate. The Engineer’s Estimate tends to be high (conservative) because the engineer (and Village) doesn’t want to have to rebid.

 

• Electric Substation – SCADA (Supervisory Control and Data Acquisition System). We continue to make progress and work continues by GPD and the Electric Department on the SCADA system at our substation. It is nearly complete. I will keep Council informed as to the progress on the project.

• Electric Department – Second Transmission Feed. Progress continues with AMPT’s provision of a second transmission feed from the south.

• Electric Department – Transfer Bus. The Electric Department continues to work on the transfer bus at the Substation. It is approximately 90% complete. The transfer bus is used to divert power from a feeder line that has a breaker issue. If a breaker has an issue, power can be put on the transfer bus and restored (fed) to the distribution feeder that has the breaker issue.

• Electric Department – New 7^th Street Line. Waiting on transfer bus to be completed.

• Sale of Renewable Energy Certificates from JV5.We have been approached by AMP to authorize the sale of 2021-2022 JV5 RECs (Authorization form for Village of Brewster attached). RECs are Renewable Energy Certificates (RECs), also known as Renewable Energy Credits. RECs are a market-based instrument that certifies the bearer owns one megawatt-hour (MWh) of electricity generated from a renewable energy resource. In the case of JV5, the renewable energy source is the 42-megawatt (MW) Belleville Hydroelectric Plant.

Sale of the RECs are credited towards the JV5 owners/project, which has the effect of reducing the cost of power generated by JV5. Brewster owns 0.79 % of JV5.

 

 

• Electric Department Garage. Work continues on the plans for the proposed new Electric Garage. We are still moving forward on a new 7 bay Electric Garage and office. Progress includes:

• The latest revision of the AMPT ring bus for the second feed has resolved potential conflict/access issues for the Electric Building and Substation.
• Engineering Associates is still working on the plans. They are currently working on the HVAC based on input we have provided.
• GPD, who did initial surveying, has prepared a drawing and description for the area to be leased. The proposed building is 59.5 feet by 130 feet. The drawing is 80 feet by 200 feet. This allows buffering on the back and sides from the trees - roughly a third of an acre.

 

• I have reached back out to Brewster Cheese to go over the drawing/description. They have been provided a copy of the survey and description of the area to be leased for the new electric building and have verbally agreed. A lease for a period of 50 years at $1 is being prepared.
• I am checking the zoning. Some information shows the area where the new Electric Building is to be built is zoned I-1 – other information reflects it may be zoned R-1. Depending on zoning, the Village may need a conditional use permit via the Board of Zoning Appeals.

 

• Storm Drainage Projects. The current list of storm sewer projects in their priority order, with updates on their status:

 

2.       Catch basin on Tuscarawas (sump pump). COMPLETED except for asphalt patching.

 

These are not necessarily on a first come/first serve basis but based on their criticality and/or ability to fit into the schedule. We are also looking to repair deteriorated catch basins, so if any Council person is aware of any, please let me know. Also, if there are any storm drainage projects/issues not on this list please let me know.

 

• Street Department Garage. We continue to take steps to be able to use the northern most three (3) bays for equipment that must be kept above freezing (heated). Ceiling insulation was installed. We have awarded a contract to Wood Electric for $5,770 to install a separate electric service so that those northern most three (3) bays can not only be heated but are completely separated from the southern three (3) that are planned to be used by the Police Department in the future. The Stark County Building Department has indicated they need a “engineered drawing”, which we are getting through Wood Electric. We have had to adjust where the feed originates. After a new service is installed, we can install an electric heater(s) from the Fire Department remodeling/expansion to keep equipment in those bays from freezing. These steps are being taken now so we can move the brine maker over to the northern bays without the potential for it to freeze. We still can use it in the tank for pre-treatment of streets.

 

• Sanitary Sewer Main Relining Project. There are some developments on our efforts to clean and CCTV the sanitary sewer from where the Jefferson Ave Project terminated at a new manhole just north of 5th Street SE northwest to 4th Street SE. With the break in weather, we were able to start getting the sanitary sewer cleaned and CCTVed. We started Wednesday January 12^th, but the bypass did not go well. There were sewer back-ups in 4 basements on 5th Street just west of Jefferson. Wastewater Superintendent Dan Klein and I acted immediately to get a company in to assess and clean-up. To get them in, we had to open a Purchase Order, otherwise the clean-up company was willing to stand around until they found out who was paying them. That wasn’t acceptable. I have since talked to a representative of the company who is doing the cleaning and CCTVing, who indicated they were appreciative that we got someone out and would address payment with us. As the facts stand now, I would expect them to pay the full bill, but we have some investigation yet to complete. As I write this, the clean-up is being completed. Replacement of damaged items and restoration is the next step.

At this time the residents are as satisfied as one could be under the circumstances.

  

• RCAP GIS Renewal.

	New Quarterly Cost	New Annual Cost	2021 Annual Cost
Base Cost	$100.00	$400.00	$400.00
Water @ $0.45 per customer 856 Customers	$385.20	$1,540.80	$1,540.80
Wastewater @ $0.34 per customer 877 Customers	$298.18	$1,192.72	$1,192.72
Electric @ $0.45 per customer 943 customers	$424.35	$1,697.40	$1,546.52
Storm Water @ $0.20 per resident 2112 residents	$422.40 $105.60	$1,689.60 $422.40	$422.40
Other Municipal Assets *@ $0.20 per resident 2112 residents	$422.40 $105.60	$1,689.60 $422.40	N/A
ESRI Licenses Per viewer Per field worker Per creator		$100.00 $350.00 $500.00	$87.50
Total (without ESRI Licenses)		$8,210.12 $5,675.72 0R $5,253.32	$5,102.44

 

                        *assets such as tree inventory, signs, sidewalks, recreational equipment …

 

• Sale and/or Lease of “Sturm” Lot. We have aplan/sketch of a proposedparking lot that would serve Village Hall, the Fire Department, and the Legion as well as the general public next to the widened alley for the Fire Department. That was needed to serve as a base point to survey and split the proposed parcel that Council is deliberating on selling and/or leasing.

I am continuing with the next steps to allow a specification to be done to sell and/or lease the requested parcel. W.E Quicksall is preparing a proposal to complete formal plans for the parking lot that can be put out to bid. W.E. Quicksall is also coordinating the survey to replat the three (3) lots into two (2) – one for the parking area retained by the Village and one to be leased, leased with option to purchase, or sold via a bid process.

• Stark County Metropolitan Sewer District Sanitary Sewer Extensions to Justus and Harmon. The Stark County Sanitary Engineer’s office has hired Burgess & Niple, Inc to provide design services for the project titled “P604 – Brewster Extension and Justus/Harmon Collection Systems”. That is the extension of sanitary sewers to Justus (approved by Council) and Harmon (second reading January 3^rd, 2022).

This project is more than just the sanitary sewer extension. It also is to include:

• Water line loop from 857 7^th Street SE to the bus garage on Route 62.
• Storm sewer enclosing the ditch on school property – which will include some Village participation
• Extension of the Safe Routes to Schools path from the new high school to the Route 62 (over the sanitary line and water line loop when the trench(s) are backfilled)

So, Burgess & Niple will be adding to the sanitary sewer, waterline, and storm sewer improvements that have been previously designed and will now be rolled into a larger project that will provide sanitary sewer to the Justus and Harmon neighborhoods to the east of the high school.

As part of the design, field crews will be employed to conduct geotechnical borings and surveying on the high school property. Soil borings will be performed within the recently acquired easement.

Burgess & Niple is in the very early stages of design for this project. It is hoped that the design will be completed and the project ready to bid in Fall of 2022, but this may be optimistic given the required railroad crossings and other permitting challenges the project will present, including potential easement acquisition.

 

• Efficiency Smart - LED Incentives Available for Small Businesses For a limited time, Efficiency Smart is offering small businesses an increased incentive for purchasing qualifying LED products from a designated local business. Pre-approval is required. Standard incentives still apply for all other qualifying purchases. Those interested can contact Efficiency Smart’s customer support team at (877) 889-3777 or info@efficiencysmart.org for a list of designated local suppliers and contractors or for more information.

 

• Efficiency Smart - Retail Lighting. A participation agreement is in place with Belloni’s for reduced cost LED light bulbs. The inventory has been delivered.

 

 

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.

1         Council Member Schwab reported on the Finance Committee meeting held earlier this evening.  We reviewed Fire, Police, and Street budgets along with other non-utility funds.

2         VA Miller reported that the Tree Board Met to review the 2022 budget and work tasks.  They are preparing for another successful year.

 

From the Fire Chief: Bulletproof vest for the Fire Department-Awaiting prices from Chief Colucy.

 

OLD or NEW BUSINESS:Council Rules require a two-week waiting period before any expenditure of funds unless determined an emergency.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to send Officer Keener to Firearms Instructor School in October at a cost of $1,100 plus ammo.  The vote: all yes.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to send Officer King to Standard Field Sobriety Test Training in London Ohio at a cost of mileage, lodging, and meals.  The vote: All yes.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to adopt change orders 3-10 in the amount of $14,196.73 for the Council Chambers COVID Compliance Remodeling Project.  The vote: All yes.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to approve the sale of the 2021-2022 AMP JV% Renewable Energy Credits from the Village’s participation in the AMP 42 Megawatt Bellville Hydroelectric Plant.  The vote: All yes.

 

COUNCL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to create legislation to place the first half of the year Fire/Ambulance contracts in the Ambulance Replacement Fund.  The Vote: All yes.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to create legislation to amend Ordinance 10-2021 Quarterly Transfers to transfer $800 per quarter to the Recreation Fund and suspend the $400 transfer to the DARE Fund.  The vote: All yes.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carries to direct the Clerk-Treasurer to submit payment of $390 to ASCAP for the Village’s Entertainment License for 2022.  The vote: All yes.

 

COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to schedule a Parks, Grounds, and Buildings Committee meeting on February 22, 2022 at 6:30PM.  The vote: all yes.

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carried to send Police Chief Taylor to New Police Chief training in London Ohio at the cost of mileage, lodging, and meals.  The vote: All yes.

 

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to adjourn the meeting at 8:12 pm. The vote: All yes.

 

 

Respectfully submitted,

 

Kris King, Clerk-Treasurer

 

Charles Hawk, Mayor