August 15, 2022 - Meeting Minutes

AUGUST 15, 2022
7:00 P.M.
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.
The meeting took place in the new Community Room.
Charles Hawk, Mayor
Dale Fox, Council Member                           David Godwin, Council Member
Tom 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 August 1, 2022 Council meeting minutes.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to approve the minutes as presented.  The vote: All yes.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to accept the bills in the amount of $154,710.12.  The vote: All yes. 
Ray Heitger, Jim McLain, Fireman/EMT Jeremy Henry, Fire Chief Chris Colucy, and Police Chief Nathan Taylor
There were no guests.
Mayor Hawk changed the agenda for this evening so that Chief Taylor could update Council then move on to a Police situation that required the Chief’s attention.
Chief Taylor stated the wallaby was still at large.  There have been no issues related to the animal.  The plan is to live trap the wallaby and transport it somewhere safe.  The owner is still unknown.  There is no licensing requirement to own a wallaby.  Chief Taylor left the meeting.
CONSIDERATION OF ORDINANCES:  Titles of each read by Solicitor John Anthony. 
RESOLUTION 43-2022: A Resolution Authorizing the Amendment and Appropriation of Additional Funds for 2022 was given third reading.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to approve the legislation as presented.  The vote: All yes.
ORDINANCE 44-2022: An Ordinance of Supplemental Appropriations and Amending Ordinance #16-2022 relating to Appropriations and providing for the Transfer of Funds within said funds for the Fiscal Year ending December 31, 2022 was given third reading.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to approve the legislation as presented.  The vote: All yes.
Third Reading: An Ordinance Awarding a Contract for Park Drive Phase 1 and declaring an emergency (once bids are awarded) was given third reading.  There were no bids received for this project.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to table the ordinance.  The vote: All yes.
RESOLUTION 45-2022: A Resolution giving first priority to the Fairless Soccer Club for use of the Brewster Park System from August 1, 2022 – October 31, 2022 was given third reading.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve the legislation as presented.  The vote: Schwab, yes; Fox, yes; Godwin, yes; Hilliard, yes; Long, abstain; Radich, yes.  Motion carried.
Third Reading: An Ordinance Awarding a Contract for Tuscarawas-Pinewood-Locustdale Waterline Replacement Project and declaring an emergency (once bids are awarded) was given third reading.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to table the legislation until bids are received.  The vote: All yes.
First Reading: A Resolution authorizing the Village Administrator to prepare and submit an application to the Ohio Public Works Commission State Capital Improvement Program for a Chestnut Widening, Berm, and Paving Project, and to execute contracts as required.
First Reading: An Ordinance for the First Amendment to the Asset Purchase and Sale Agreement between the Village of Brewster, and AMP Transmission, LLC.
ORDINANCE 46-2022:An Ordinance authorizing the Village Administrator to contract Engineering Associates for services to prepare specifications and required bid documents for a Brewster Electric Department Garage and declaring an emergency.
COUNCIL MEMBER LONG MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to suspend the rules requiring three separate readings and bring the legislation forward for passage.  The vote: All yes.
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve the legislation as presented.  The vote: Schwab, no; Fox, yes; Godwin, yes; Hilliard, yes; Long, yes; Radich, yes.  Motion carried.
Council Member Hilliard is concerned about the downgrades and if this is the time to do it.  VA Miller stated that there are not downgrades but adjustments making the project more realistic.  EA is putting together a more accurate estimate.
ORDINANCE 47-2022:An Ordinance authorizing an agreement with the City of Massillon providing for the transportation of prisoners and related services for 2022 and declaring an emergency was given first reading.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to suspend the rules requiring three separate reading and bring the legislation forward for passage.  The vote: All yes.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to approve the legislation as presented.  The vote: All yes.
Council Member Godwin stated that we need to get this agreement for the year out before August.  Clerk King stated the contract is prepared by the City of Massillon and was not received by the Village until August 4th.  Mayor Hawk is going to contact Massillon to see if we can get them to send it out earlier in the year.
TABLED AT THIRD READING on June 6, 2022: An Ordinance Awarding a Contract for a Building to House its Digger/Derrick Truck and the rest/entirety of the Electric Department was given third reading.  VA Miller asked that this legislation be tabled until July 5th after the opening of the bids on June 28th.  Bids were too high and new specifications
A. POLICE DEPARTMENT: Chief Nathan Taylor
  1. See above.
B. FIRE DEPARTMENT:  Chief Chris Colucy
1.    There have been 566 calls year to date. 
  1. Chief Colucy met with a company for a new reporting system and is looking to change effective January 1, 2023.  The new system should be both easier and cheaper.
  2. Ladder training will be on September 17th.
  3. Chief Colucy is recommending promoting four officers through the balance of this year.  These promotions will make the individuals “acting” Asst. Chiefs and “acting” Captains.
  4. Tuscarawas Township is sub-granting $25,000 to the Fire Department from their ARPA Funds.  This has to be used for equipment and not wages.  Council Member Godwin suggested using it towards the new ambulance purchase but the Chief didn’t think that would be permitted.
  5. Council Member Long asked if the department had purchased the bullet proof vests that Council had approved.  They have been purchased and are being used.
  6. Council Member Godwin asked what the final price on the new squad is?  Chief Colucy stated it has not been determined.
  7. The Chief reported on preventative maintenance on the vehicles.  Repairs are proving to be expensive.
  8. FEMA Grant:  The awards have not been announced yet.  The Chief stated that he plans to submit another one for next year.  Next year he plans to apply for a pumper/ladder truck.  Clerk King expressed concern about covering the additional costs.
  1. Solicitor Anthony has been reviewing the draft agreement with the Walker’s Legal Counsel.  The property is part of a trust agreement.  The person signing the agreement has to be the person authorized by the trust agreement.  Solicitor Anthony stated the agreement was pretty straight forward.  It will be contingent on loan and grant approvals.  Any outlays must be secured by assessments on the parcels.  The property has been subdivided.  Everything must be compatible and if either party does not agree, they can get out of the agreement.  Solicitor Anthony must see the trust document to verify authority.  If all works out, , an amendment can be made to remove all the addendums.  The agreement contains a 25-year assessment.  Council Member Schwab stated there are four other properties and asked if they are going to be part of this agreement.  At least the trailer part will be.  Solicitor Anthony does not have the legal descriptions yet.  VA Miller stated there are no drawbacks to apply, we can withdraw our application without any penalties.
  1. VA Miller received a letter from the County that it is time to apply for MRF Funds.  These funds can only be used for 7th Street and Elton Street.  He is trying to get them to allow him to apply for Chestnut but has not had any luck.  They won’t respond to him.
Council received the Village Administrator’s report last week to review.  Administrator’s report for period: 8/2/2022 thru 8/15/2022:
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:
  • IGS will be the Village’s gas aggregation supplier.  The price for 24 months will be .854 ccf.  IGS will send documents out to the residents.
  • WCPLF Applications: VA Miller would like to make 3 nominations for grants.  United Survey is checking the sewer line from McKinley to the Levee gate to see how it was tied in years ago at a cost of $4,200.
  • OPWC Loans and Grants: Water Transmission line and will talk about Chestnut at the next meeting.
  • Council Member Godwin asked about cleaning the debris from Sugarcreek.  VA Miller is going to apply for a grant later this year.
Administrator’s report for period 8/2/2022 thru 8/15/2022:
Brewster Water Treatment Facility Filter Rehabilitation and Media Replacement Project (Filter Media Project). Work continues on the Filter Media Project. Workman began work on Monday July 11, 2022. Workman has emptied the media from filter Tanks 1 & 2. The welders have returned and completed the welding work in Tanks 1 and 2. The painter has returned and has sandblasted, filled pits, and painted. Workman is scheduled to replace the internals, place the media, do required testing/backwashing, and get those units back online.
It has also been determined that in order to expedite the schedule, that Tank 4 will be taken down next, to allow examination of its internals to see if tank 4 needs new internals ordered. That is because of the lead time the first time around to get internals. We are still hoping we do not need to order more internals because of the time delay and cost. If everything looks good, and provided Tanks 1 and 2 are performing without any issues, then we can take Tank 3 out of service so that both Tanks 3 & 4 are welded, painted, restored, and returned to service concurrently and wrap the project up. Taking out Tank 4 was a suggestion by Superintendent Mike Maybaugh that will help keep the project on schedule and keep the Village in a position that it has the necessary filters online.
Electric Building. After meeting with our engineer for the Electric Building (EA Associates), there is an agreement on the scope for revising the specifications prior to rebidding the Electric Building.
The revised scope includes (but ultimately may not be limited to) the following tasks/revisions to the plans and contract documents to re-bid the Electric Building:
  • Ensure “or equal” language is included and clear throughout the specifications and plans so the contractor is aware of the option to submit alternative items of material for approval.
  • Indicate items/materials that the village will procure in advance and the contractor will only be responsible for installation (overhead doors, wiring, etc.).
  • Allow contractor to extend completion date if contractor can show a hardship in obtaining an item/material. Set limitation on timeframe for contractor to complete item of work once the item/material is procured.
  • Allow an alternate pole building structure.
  • Change interior door specifications from metal to wood doors and eliminate closers on doors.
  • Change window specification from aluminum to vinyl.
  • Change siding specification from standing seam to metal panel.
  • Change railing specification from prefabricated metal to wooden.
  • Indicate parking area to be performed by village.  Contractor will still perform work for reinforced concrete apron and ADA compliant parking space.
  • Indicate water service to be performed by village to close proximity of building where the contractor can tie into service.  Re-evaluate/reduce size of waterline entering the building. Limits of contractor’s work and village work clearly defined on plan.
  • Indicate sanitary sewer to be performed by the village to close proximity of building where contractor can tie into sewer.  Grease trap will be installed by contractor and limits of contractor’s work and village work clearly defined on plan.
  • Include plumbing plan/schematic.  Investigate plastic/cross linked polyethylene (PEX) type materials instead of copper.
  • Change electrical plan from 3-phase to single phase.  This will require changing from one large air conditioning unit to four smaller units (4 ton or less).  This will also eliminate the need for installation of economizers.
  • Change electrical panel from northeast corner of building to northwest corner of building and show service entrance at northwest corner of building.  Village will run service to building.
  • Eliminate standby generator and provide generator plug for future installation of generator instead.
  • Eliminate electric cord reels in each bay.
The original fee authorized by Council was $35,060, but that was for two (2) separate buildings (Electric & Street). When we switched to a single building, that lump sum cost for design was reduced to $30,810. (theoretically a $4,250 reduction). The proposed LUMP SUM price for the forgoing revisions to the specifications is:
                $6,250 (Engineering Associates, Inc. fee)
                $3,250 (Electrical and HVAC sub-consultant fees)
                $9,500 (Total fee)
That number increases the net amount authorized by Council by $5,250.
I expressed the opinion that SOME of the changes/additions should have been in the original specs, such as the plumbing. EA indicated they understood and took the plumbing plan into consideration when determining the fee for the re-bid and did not include that effort in the fee.
I will be asking for an amendment to the original ordinance at the next Council Meeting.
OPWC Tuscarawas/Locustdale/Pinewood Water Line Replacement. The Tuscarawas/Locustdale/Pinewood Water Line Replacement Project is out to bid.
  • Advertise in Canton Repository August 1, 2022
  • Advertise in Canton Repository August 8, 2022
  • Bid opening back to Tuesday August 23rd at 2:00 pm please.
We have done a couple of things to encourage bidders to bid:
  • To encourage as many potential bidders as possible, the Village will pay for supplying the bid documents to contractors.
  • Establish date of substantial completion of May 15, 2023 with a final completion June 15, 2023. These dates will allow for the asphalt plants to open in the spring but require contractor to have paving done before the Fireman’s festival and parade at end of May. Also, for an aggressive bidder/contractor, it also allows work to possibly be completed in 2022. Definitely allows for ordering and getting materials in this uncertain materials market.
As of Friday August 12th we Quicksall has had nine (9) firms that have picked up plans and are eligible to bid the project.
OPWC - Water Transmission Replacement Project. I met with CT Consultants Friday August 12th regarding the progress on the plans for the Brewster Water Transmission Replacement Project. We are on track to have completed plans for its submission to OPWC for a grant/loan for 2022.
OPWC – Chestnut Application. I would like to discuss whether in addition to the Brewster Water Main Replacement Project the Village would also like to submit a small application for completing the paving of Chestnut. While Chestnut will not likely score high enough at the District level to be funded, it should score high enough to get sent for competition for Small Government OPWC Funding. While it wouldn’t be a large sum, it would get 49% of the paving costs paid for to make our paving funds go farther. If Council determines it wants to move forward, it will have to authorize the Village Administrator to apply.
AMPT – Amendment (Extension) of Date in Purchase Agreement. Our agreement to sell Brewster’s Transmission line to AMPT includes an ability on Brewster’s part to buy back the transmission line should a second transmission feed not be established by December 31, 2024. It also included the ability to extend that date with mutual agreement by both parties. Conversation at the time regarding possible extension on Brewster’s side of the equation was that an extension could occur provided Brewster was satisfied with the progress. Section 6.6 of the sales agreement states:
6.6 Right of Return. lf the second delivery point project is not completed by December 31,2024, or such later date agreed upon by both Parties, Seller shall have the right to reacquire the assets at the net book value of the assets at the time of closing, as well the remaining useful life, which determination shall be consistent with the valuation methodology used to determine the purchase price set forth herein. (emphasis in red)
As Council is aware, considerable work has transpired since the sale in 2020 on the second transmission feed to Brewster by AMPT, including but not limited to:
  • Work identifying multiple routes;
  • Narrowing to preferred routes;
  • Multiple applications to PJM;
  • Completing a Facility Rating (FAC-008) for Brewster;
  • Multiple monthly meetings have occurred between AMPT and First Energy and AEP to coordinate the scope between the three (3) entities;
  • AMPT working with AEP to resolve any concerns about the Alpine Station (where the second feed to Brewster’s substation will originate);
  • Multiple meetings between AMPT, Brewster, and GPD (our consultant) regarding layout of the conceptual AMPT equipment (i.e., where a Ring Bus would be located) and configurations at the substation, which continues;
  • AMPT has hired POWER Engineers, Inc (utilizing personnel out of New Albany, Ohio) to design the second transmission line;
  • Layout of the conceptual AMPT equipment and configurations continue
  • Coordination with Power Engineers (consultant or outside engineer) of pre-engineering development of 30% conceptual designs continues
  • 69kV line routing study and evaluation is underway
I have forwarded to Council three (3) PowerPoint slides that will presented in front of PJM Stakeholders on the 19th of this month regarding the Village of Brewster’s second transmission feed being built/funded by AMPT. After presentation the project then should go on to PJM for their internal review before officially adding the project to the AMPT local plan. As can be seen on Slide 2, the projected/tentative total cost in $20.45 million.
So, we have received a proposed amendment to the Village’s agreement to sell Brewster’s Transmission line to AMPT, extending the date for the ability on Brewster’s part to buy back the transmission line should a second transmission feed not be established from December 31, 2024 to December 31, 2026. I forwarded it to Law Director John Anthony for his review and he has approved it as to form. It is my belief/opinion that AMPT has made reasonable progress on the second transmission feed, and it is my recommendation to agree to the extension, conditioned on the approval of Law Director John Anthony. Ultimately what Brewster wants from the sale at this point is the second redundant transmission feed, and we are well on the way to getting it.
I will have legislation prepared to approve the proposed amendment.
Safe Routes to Schools Project – Middle & Elementary Schools. Construction started back up Friday July 29th. Major earthwork is underway to fill in/level for the path. The concrete portions of the path at the Middle School and Elementary School have been poured. On Friday August 12th the traffic lights were removed, in part to allow for start of school and drop-offs and pick-ups. From this point on the contractor will use flaggers when they need to close a lane. 
Finally, as a reminder, the construction has been completely funded with Safe Routes to Schools grants: It is “official.” The construction costs are to be paid from our Safe Routes to Schools Grants, which have been:
  • $150,000
  • $106,000 initial projected shortfall between original grant and estimated cost
  • $50,000 second projected shortfall between original grant and estimated cost
  • $20,000 to cover shortfall between grants and low bidder
  • $326,000 total.
OPWC Park Drive Phase 1. No bids were received. The project is being reviewed for a rebid later this year for a 2023 start.I will be reviewing the project with our engineer to determine whether the no bid was a timing issue where it was bid too late in the year or the estimate, or both. I will keep Council informed.
Electric Department – New 7th Street Line. Wiring the new poles has been completed. Street lights have been placed on those new poles. We now need other utilities to move their lines to the new poles as well, before we can remove the old poles.As always, I will keep Council informed of the progress.
AMI Project – Wrap Up and Close Out. CT and Core & Main are in the process of closing out the AMI Project. We are assuring that we have final quantities and track all expenses in accordance with the bid/contract.
Brewster Cheese Cogeneration of Power.I am still consulting with AMP, GPD, and Courtney and Associates to get clarification/confirmation how the reduction of 2.3 to 2.5 MWh by Brewster Cheese will affect our rates. Some points being discussed/reviewed are:
  • It could help our rates after it comes online, as Brewster’s remainder contract expires 2025 ($34.14 per MW). We will (would) be 2 MW plus short. So, in effect, Brewster Cheese’s Cogeneration Project might cover that projected “shortfall” beginning in 2025, eliminating the need for Brewster to go to the market to cover.
  • The market is EXTREMELY high right now ($70 - $80 per MW), so with the rest of our power “averaging” $34.14 per MWh avoiding going to the market for 2 MWs may keep our rates stable. Since we have “fixed” power costs, premarket inflation, we should be able to minimize/eliminate increases in rates.
  • How the reduction in what Brewster buys will reduce what Brewster pays in transmission and capacity costs.
AMP ran different scenarios. Both AMP and Courtney and Associates are now addressing issues and questions as to how Brewster Cheeses’ cogeneration will affect Brewster electric rates in 2025 and beyond. They will also let me know if I am missing anything, or if my analysis of the impacts are not accurate. Brewster Cheese has been involved as well - they are concerned/interested in how their project will affect the rates going forward. I will keep Council informed.
Storm Drainage Projects. The current list of storm sewer projects in their priority order, with updates on their status:
  1. Cleveland Ave south of Main on east side. COMPLETED.
 2.   Catch basin on Tuscarawas (sump pump). COMPLETED except for patching.
  1. East Main Street Drainage. Significant progress has occurred – work will continue as weather and other projects permit.
  2. Dartmouth/Amherst relief line. Easement has been signed. Will need to be recorded. Work to start when it can be scheduled.
  3. East end of 1st Street SE. Will have to coordinate with US Army Corps of Engineers.
  4. Open ditch east of Mohican. We are consulting with Stark County Soil & Water.
  5. Drainage from Harmon west of 264 Harmon. Survey needs to be completed
  6. Drainage on north side of 7th west of Baymere.
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.
East Main Storm Drainage. We have made significant progress, and there is approximately 120 feet of storm line yet to install. While it has taken longer to complete this project as a fill-in project fit in with all the other responsibilities and weather constraints, the amount of money saved in my opinion is worth it. Outside contractor quote was $47,570.
Natural Gas Aggregation Program. A price will have struck by the time Council meets Monday August 15th. I will supply that number when I know what it is.
Again, a quick summary of why we are again seeking to strike a new natural gas aggregation price for our residents is because our natural gas provider for the Village’s Natural Gas Aggregation Program, Volunteer Energy, went bankrupt at a point that we had 18 months remaining with Volunteer Energy on a “contract” that was voided in bankruptcy.All the village residents who were part of the Village’s Natural Gas Aggregation Program (484) were sent back to Columbia Gas of Ohio’s default service. Natural gas service was not interrupted, and our residents will remain on Columbia’s default service until our program restarts, or they choose a supplier on their own.
The Village immediately started a new Request for Proposals with Independent Energy Consultants to restart our program. The supplier was selected at the conclusion of that process.IGS was selected based on a 4-year adder of $1.96 per Mcf, or .196 per Ccf. For reference/reminder, the Village’s natural gas aggregation price is made up of an adder (quoted from the proposed supplier, which expires in thirty (30) days) and the “market” price of natural gas (set at the time the Village “strikes” the price).
Now the Village is monitoring the market with the advice of its consultant, Independent Energy Consultants so that the market portion of the total aggregation price can be set at the pointwhen it is the best time to do so. IGS has informed us that to meet their timeline for mailing letters they would like to have the rate set by 8/15/22. The natural gas “market” price portion of the total price is VERY volatile. The price was at $.712 per Ccf for 48 months two (2) weeks ago. The most recent price has it back up to $.7688 per Ccf. Right now, the most attractive options look to be either setting a 2-year rate to provide price protection for a couple years then setting the remaining 2-years at a later date or locking in the full 4-year term if we can get that below $0.80 per Ccf)
Other communities in our same situation are:
  • Canfield Township                          Columbia Gas of Ohio
  • City of Findlay                                    Columbia Gas of Ohio
  • City of North Canton                       Dominion Energy Ohio
  • Village of Silverton                          Duke Energy Ohio
  • Stark County                                      Columbia Gas of Ohio
Residents who do not wish to wait or participate in the Village’s Natural Gas Aggregation Program have the option to choose their own supplier via PUCO, which has and will continue to have a number of suppliers on their Apples-to-Apples chart with a wide variety of costs, terms, and fees OR stay with Columbia Gas. The lowest 48-month fixed price without an early termination penalty is $0.7490 per Ccf. The lowest 12-month fixed price per Ccf without an early termination fee is $0.7890.
If residents choose a natural gas supplier on their own, their choice MAY preclude them from participating in the Village’s opt-out program – for example, the length of the term (contract) and/or the early termination fee would be the main two (2). What the Village can “recommend” to residents at this point is to stay with Columbia Gas while the Village completes the RFP process to select a new opt-out supplier and sets a price, and later in the summer if they are not satisfied with the price or terms of the Village’s Natural Gas Aggregation Program they can opt-out and choose then.
Brewster Parke Water Line Extension Project. A tree that is in the easement/water line path has been removed. OUPS has been contacted on the project. Concrete sawing occurred Friday August 12th. Construction is scheduled to begin August 15th starting in Wabash, which should be opened back up after one (1) day.
Hillview Sanitary Sewer & WPCFL Nomination. Well, I have good news and bad news on the subject of the OPCLF nomination for a loan for installing a pump station, force main, and manhole to tie their flow into the Villages existing sanitary line:
  • Bad News: the deadline of August 1st I informed Council we had to submit a nomination was in error. That date was based on a communication from an engineering firm (attached). RCAP mentioned August 31st yesterday for the first time. Not that I don’t trust RCAP, but since I had 2 different dates, I spent 15-20 minutes searching EPA’s website for confirmation. The deadline is August 31st – page 4 of the EPA Funding Opportunities document attached.
  • Good News: With the deadline pushed back 30 days, that give John Anthony and the representative for Hillview to get an agreement together.
  • More Good News: There is an existing agreement that the Village and Hillview negotiated but was never executed by both parties. John Anthony and the representative for Hillview are “tweaking” that rather than starting from scratch. I have attached a copy for Council to be able to reference. They are also referring to the water line extension agreement that was executed and implemented.
  • RCAP continues to gather information to file the WPCLF Nomination at no charge to the Village
  • RCAP informs us that even IF we turn in a WPCLF Nomination, and the Village receives approval, the Village can turn it down (or reduce the amount) with NO negative effects on future requests. So even if/when we have a WPCLF Nomination turned in should something for any reason give Council a reason to shut down the project it can
  • EA, who prepared plans on behalf of the Village at some point in the past, has reviewed plans and indicated electric and back-up generation is NOT included.
  • EA is getting a price to add electric to those plans.
  • EA is updating the estimate for construction.
  • Issue - period of the WPCLF Loan if awarded. Hillview Trailer Park expressed a desire for the loan period to be longer. Tied to being able to assess the loan payments to property taxes, I spoke with the Stark County Auditor’s Office, and they indicate the longest they see is 25 years, with most at 20 years. Term is an issue.
  • Issue – cost of the project versus value of the property or properties to be assessed. Potentially the amount of the assessment(s) based on the cost of the project will exceed the value of the property/properties it is assessed against. John Anthony is researching that one.
  • Issue – what property/properties the project assessed against. EPA had a consent agreement against/with the trailer park. But subsequently in 2013 the representative of Hillview Trailer Park at that time split the property, some of which is to be served by the project. There was/are 2 preexisting flag lots that are served by the project. Issue is how many parcels and at what percentage are those parcels (and/or other vacant parcels) assessed? John Anthony and Hillview Trailer Park can work out those details.
  • Issue – process. John Anthony will establish the process (hearings?) that must be followed so the Village follows Ohio Revised Code properly in established the assessment(s).
The best news is that Council will have ample opportunity between now and August 31st to be briefed on the progress, weigh in on the Nomination for an WPCLF Loan, and if necessary, in Council’s opinion “pull the plug” without any “penalty” from EPA according to RCAP. I will keep Council informed as always.
WPCLF Nomination – Village Projects. While we were discussing applying for a potential WPCLF loan for Hillview, there are two (2) Village projects that I/we would like to also submit for WPCLF funding.
Council should be very familiar with the first. It involves the section of sanitary sewer that runs from McKinley to the levee gate, where we had a back-up recently. Short description for this first project is a “failed experiment” where someone from the Village in the mid-1980s determined we could run a sanitary sewer line 1200 feet plus or minus without cleanouts or manholes. Adding two (2) manholes.
The second should also be familiar to some on Council. When we were planning the Jefferson Sanitary Sewer Project, it was initially supposed to go all the way to 4th Street. We stopped at 5th Street due to cost of replacing/supporting line through “swamp”. So, we propose to line a portion of sanitary sewer that dates to beginning of the system (1930s?). We TVed that section and it shows cracking, and lining is the best option. In addition, we want to replace two (2) old manholes with one (1) at the north end. Everything south has already been replaced with OPWC & CDBG Funds.
I am asking for Council authorization to nominate both these projects for WPCLF funding for both planning and construction.
Mosquito Spraying. The county Health Department has forwarded the initial schedule for mosquito spraying in Brewster. The tentative schedule for the summer of 2022 is:
  • August 24, 2022
  • September 6, 2022
In the event there are cold temperatures, precipitation, or high winds on the date scheduled, the mosquito spraying in Brewster will be postponed and rescheduled as soon as possible.
Electric Vehicle Charging Stations. Ohio hasreleased its draft National Electric Vehicle (EV) Infrastructure (NEVI) Plan. In summary, Ohio will receive $20.7 million annually over the next five years to create an EV charging network across the state. Funds initially must be used to deploy four, 150kW EV charging stations every 50 miles within one mile of designated Alternative Fuel Corridors (AFCs). Once the AFCs are fully built out, Ohio can use the remaining NEVI formula funds for publicly available EV charging stations elsewhere in the state. I will gather information to see if Brewster can qualify/apply for a portion of these funds, and then bring that information to Council to let Council decide whether it wants to participate in this version of EV Charging.
Efficiency Smart - Appliance Recycling Rewards Program.  Efficiency Smart’s Appliance Recycling Rewards program will be resuming on July 1st. Through September 30th, residential customers will be able to schedule a free pickup and receive $100 for each eligible appliance (a still working refrigerator, freezer, dehumidifier, or window air conditioner) recycled. Customers are encouraged to contact Efficiency Smart at 877-889-3777 or go to their Efficiency Smart community webpage and select “Appliance Recycling Rewards” to learn more and to sign up.
Efficiency Smart – Photo Contest. Efficiency Smart is currently running the Picture of Efficiency photo contest. Anyone who submits a photo and caption of how Efficiency Smart has helped them save energy will be entered to win one of the following prizes:
  • First place: $100 Visa gift card and an energy efficiency kit
  • Second place: $75 Visa gift card and an energy efficiency kit
  • Third place: $50 Visa gift card and an energy efficiency kit
  • Fourth place: $25 Visa gift card and an energy efficiency kit
  • Fifth place: energy efficiency kit
Submissions for the contest will be open between August 1 and August 31. Efficiency Smart will select their favorite entries and hold a final vote on our Facebook page between September 7 and 21. The top five pictures receiving the most ‘likes’ will win prizes.
Efficiency Smart has asked the Village to please help them increase awareness of the contest.
Win up to $100 and an energy efficiency kit!
Submit a photo and caption showing how Efficiency Smart has helped you or your family save energy by August 31 for a chance to win! Learn more at
  1. Christmas in the Village meeting is scheduled for the first Wednesday of every month at 10 am in the Village Community Room.  Next meeting is September 7, 2022.
  2. Clutter Boss has been contracted to collect for the fall cleanup.  Southside – August 19th and northside – August 22nd.
Paramedic/Lieutenant Roger Carpenter enter the meeting.
  1. Chief Colucy asked the Mayor to recommend the temporary promotion of four officers.  Solicitor Anthony stated that the promotions are typically permanent but because of the current staffing issues.  The positions will be considered acting positions as they are not covered in the ORC.  Council Member Hilliard asked what happens at the end of the year.  The employees will go back to their original positions.
  1. The 2023 Alternative Tax Budget has been completed.
  2. There will be a 11:30 and a 7:00 Employee Assistant Program presentation for employees on Tuesday, August 16 2022.
VILLAGE SPEAKS (Communications received by Council Members from Village Residents):
Council Member Hilliard stated the garage sales were very successful.  The people were friendly and came from all over.
Council Member Godwin received complaints that people moved their garage sale signs from the planters.
Council Member Hilliard asked when the planter on the north side of the underpass was going to be repaired.  VA Miller stated our part-timer quit and the employee that will be doing it is busy trying to keep up with the mowing.
Council Member Godwin suggested Council consider change the name of 7th Street to something that recognizes the school.
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. None.
  1. None.
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 RADICH and motion carried to authorize the Village Administrator to nominate the Jefferson St. lining project and the adding of two manholes between McKinley and the levee gate.  The vote: All yes.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to schedule a Council of the Whole meeting to discuss Elected Officials’ salaries on September 6th at 6:30 pm.  The vote: All yes.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to accept the Mayor’s recommendation of promoting Captain Jon Huff to “acting” Asst. Chief until 12/31/2022.  The vote: All yes.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to accept the Mayor’s recommendation of promoting Captain Scott Borojevich to “acting” Asst. Chief until 12/31/2022.  The vote: All yes.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to accept the Mayor’s recommendation of promoting Lieutenant Jeremy Henry to “acting” Asst. Chief until 12/31/2022.  The vote: All yes.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to accept the Mayor’s recommendation of promoting Lieutenant Roger Carpenter to “acting” Captain until 12/31/2022.  The vote: Schwab, no; Fox, yes; Godwin, no; Hilliard, yes; Long, yes; Radich, yes.
Council Member Hilliard asked when the sidewalks are being completed between Dartmouth and Amherst Street.  VA Miller replied that the contractor is starting next week on that sidewalk along with the holiday pad that replace the gazebo on West Main Street.
Ray Heitger, 317 East 7th Street, asked if there was going to be an issue between the Soccer Club and the Summer Concert Series.  Council Member Brett Long stated that soccer games are in the morning and afternoon and there should not be any conflicts in the park.
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to adjourn at 8:06 pm.  The vote: All yes.
Respectfully submitted,
Kris King, Clerk-Treasurer
Charles Hawk, Mayor