April 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.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to excuse Council Member Dale Fox from this evening’s meeting.  The vote: All yes.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to excuse Council Member Sydney Radich from this evening’s meeting.  The vote: All yes.

 

Charles Hawk, Mayor

Dave Godwin, Council Member                 Thomas Hilliard, Council Member            

Brett Long, 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 April 4, 2022 Council meeting minutes.

 

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

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to accept the bills in the amount of $105,197.53.  The vote: All yes.

 

Vance Weeks, President of the Falcon Baseball and Softball Association attended to thank the village for all the work the village employees did on the fields to make them ready for the 2022 season.

 

Fire Chief Chris Colucy and Police Chief Nathan Taylor were also in attendance.

 

There were no guests.

 

ORDINANCE 24-2022: An Ordinance to establish a special fund for the deposit of proceeds from the One Ohio Opioid Settlement and to establish for the purposes, accountability requirements, and disbursement procedure for said fund was given third reading.

 

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

 

RESOLUTION 25-2022: A Resolution authorizing participation in the ODOT Road Salt Contracts awarded in 2022 and declaring an emergency was given third reading.

 

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

 

ORDINANCE 26-2022: An Ordinance authorizing the Village Administrator to make preparations for and to advertise for bids for a building to house its Digger/Derrick truck and the rest/entirety of the Electric Department and declaring an emergency was given third reading.

 

Council Member Hilliard ask why Council was passing this ordinance.  VA Miller stated that originally the plan was to build three bays for the Electric Department for the new truck and to house wire reels, so they don’t rot out in the weather, and we have to dispose of expensive wire.  The plan also included building a four-bay garage to move some of the street equipment and then the Police Department could use three of the bays to house police cars and have an area to book arrestees.  It was decided it would be less expensive to build just one building for the Electric Department.  The plan is now to build a seven bay garage back by the new substation, the Street Department purchase the current Electric buildings, and the Police Department purchase part of the current Street building.  The new Derrick-Digger is currently being housed in the Fire Station.  Council Member Long asked what was being housed in the old north side fire station.  VA Miller stated the 42’ Fire Truck (Parade Truck), the roller, and another truck.  VA Miller stated it was eventually going to be used for training.   Council Member Schwab asked the VA if he was happy with Engineering Associates.  He was speaking about the fact that the project is now 14 months into planning.  VA Miller stated that part of it was the Village’s fault with changes to the plans.  Council Member Hilliard asked if the Solicitor was comfortable with the lease.  Solicitor Anthony stated he has reviewed the lease and approved it.   Council Member Hilliard was also concerned that the driveway was paved, and that gravel would not be drug out into the street.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to approve the legislation as presented.  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 Water Transmission.

 

FIRST READING: A Resolution authorizing the Village to enter into a lease with Brewster Dairy for an area to locate the Electric Department Building.

 

RESOLUTION 27-2022: A Resolution of Appreciation to Jen Mohler was given first reading.

 

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

 

FIRST READING: An Ordinance to allow only the Village of Brewster, Ohio to aggregate demand response of retail customers in accordance with FERC Order 719 and taking other actions in connection therewith and declaring an emergency.

 

FIRST READING: A Resolution approving a written Procurement Policies and Procedures Policy for the American Rescue Plan Act of 2021 and declaring an emergency.

 

FIRST READING: A Resolution authorizing the Clerk-Treasurer to claim the $10 million Standard Allowance for Revenue Loss for the American Rescue Plan Act of 2021 and declaring an emergency.

 

MUNICIPAL DEPARTMENT REPORTS:  

 

                        Sergeant Ben Truman

                        Officer James West

                        Officer Mitch King

 

1.   Prepared lease draft for the Dairy for the substation and legislation.

2.   Additional commentary on land reutilization program (LUP)- (old Sturm’s property)

• Sold at fair market value.  This will require an appraisal.
• The Village may recoup its costs of acquisition and maintenance of the property.  The property was subdivided and that is permissible, but it will require a pro-ration.
• Since this property was acquired prior to the passage of the ordinance under chapter 5722, I want to make sure that there is no glitch so to speak on whether this property is eligible for sale as property within land reutilization program so that typical competitive bidding process can be avoided.
• If revenue from the sale is derived beyond Brewster’s costs and expenses, then taxing authorities may be required to be paid for loss of revenue due to the tax exemption of the property during the time it has been held in the reutilization program.
• If property is sold at less than fair market value, then consent of taxing authorities may be required.
• Property is required to be sold after being held in the program for fifteen years.
• Any profit made on the sale is placed in the land reutilization fund.
• Council Member Godwin would rather competitively bid it out than use LUP.
• Council Member Schwab wants to make sure we have someone that wants to develop the property.

3. The Village has received the application for Everstream to attach fiber to poles on the Village right of way.  The application was missing several items and VA Miller has emailed them but gotten no response.          

COMMUNICATIONS: 

 

VILLAGE ADMINISTRATOR: Mike Miller

Council received the Village Administrator’s report last week to review.  Administrator’s report for period 04/05/2022 through 04/18/2022:

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN 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:

 

 

Administrator’s report for period 3/22/2021 thru 4/4/2022:

 

Electric Building – Third Reading.I want to bring Council up to date on the Electric Building, for which we have a third reading scheduled for an ordinance to proceed with advertising and receiving bids April 18^th.

 

Some quick background. Originally the plan was to build a virtually identical 3 bay garage next to the newest 3 bay garage. That plan tracked with building a new Street garage at 4 bays plus an office so that the Police Department could expand into three (3) existing Street Department bays and the current Street Department office. However, the option we pursued was to instead of building a new 3 bay Electric Garage and a new Street garage at 4 bays plus an office, build instead a new seven (7) bay Electric Garage with office, have the Street Department move into the existing Electric Buildings, and still have the Police Department expand into three (3) existing Street Department bays. The Street Department would have to reimburse the value of the existing Electric Buildings to the Electric Fund, and the Police Department will have to reimburse the Street Department the value of the three (3) bays and office, but ultimately that would be a better option. Ultimately, not all Street Department operations can be moved to the existing Electric Buildings. Salt storage and/or brine could not be located near wells/water supply and will have to stay put.

 

So, after exploring a number of options, a location was chosen for a new seven (7) bay Electric Garage with office that required revising the engineering contract with Engineering Associates to design specifications for a new seven (7) bay Electric Department Building. The cost for Design and Bid Documents was $30,810, with Construction Administration at $8,145, for a total of $38,955. That amount was less than the initial projected cost to design two (2) buildings.

  

	Initial Small Electric Garage	Street Garage	Initial Combination	Current Large Electric Building
Design & Bid Documents	$16,845	$18,215	$35,060	$30,810
Construction Administration	$5,515	$5,515	$11,030	$8,145
Project Total	$22,360	$23,730	$46,090	$38,955

 

Plans for the new Electric Building are complete. The new Electric Building is in the area that currently has trees, facing south. The proposed building is 59.5 feet by 130 feet, so with the proposed lay out, we estimate we would need roughly 80 feet north from existing lease line by 200 feet to allow some buffering on the back and sides from the trees, so roughly a third of an acre. Brewster Cheese has consented to the new location on a leased basis for 50 years at $1. A description/survey of the area to be leased has been completed, and the Law Director is working on getting a lease document similar to our current lease for the substation.

 

 

The proposal to pay for the new Electric Building breaks down as follows, starting with latest appraisal values:

 

	Value
Street Garage	$197,451
Street Garage- Office & 3 bays (60%)	$118,471
Electric – Front Building	$134,607
Electric – Back Building	$216,679
Total – Electric Buildings	$351,286

 

So, based on the Street Department reimbursing the value of the existing Electric Buildings to the Electric Fund, and the Police Department reimbursing the Street Department the value of their three (3) bays and office, the breakdown is:

 

	Amount
Street to Electric	$351,286
Police to Street	$118,471
Net Street Cost to Electric	$232,815

 

The $118,471 for Police Department portion of the current Street Department Building would be divided over three (3) years out of the Income Tax – or $39,490.33 per year. The Income Tax was communicated prior to its renewal for among other things equipment and other basic needs.

 

The $232,815 for the Street Department to purchase the “net” cost left for the Electric Buildings would be divided over ten (10) years – or $23,281.50 per year. This would be out of Capital. Taking $23,281.50 per year drops what is available for other Capital Improvement purposes.

So, the ultimate net cost to Electric is:

         

	Amount
Total Electric	$767,500
Less Reimbursement	$351,286
Net	$416,214

 

The Mayor, Clerk, and I have met and believe that the funds in question can support the payments.

Electric Building – Lease. The location identified for a new building to house the equipment and offices of the Brewster Electric Department is adjacent to the Brewster’s Electric Substation, on property, which is also owned by Brewster Dairy, Inc. It will be in the pine trees north of the existing leased area. Brewster Cheese was agreeable to a lease for the area, and that location does NOT interfere with AMPT’s second feed and associated ring bus into our substation. This location also keeps all electric equipment together.

 

A lease has to be entered into between Brewster Dairy, Inc. and the Village. Brewster Dairy Inc. has agreed to lease an area 80 feet by 200 feet to the Village for a period of 50 years at $1.00.

 

Replat of Sturm Lots. On Tuesday April 12^ththe replat of the Sturm Lots was recorded. There are now two (2) lots instead of three (3).

 

• One to the north 60 feet by 140 feet that is proposed for additional parking for Village Hall, the Fire Department, and the Community Room. About 10 feet of the alley is on this lot.
• The second lot to the south is 80 feet by 140 feet. This is the lot the Village is now able to auction and/or sell via other legal means for development.

 

We are also still assembling criteria to use in a bid process for a lease, a lease with option to purchase, or a sale via a bid process the new parcel.

Street Sweeping. The dates for the first two (2) street sweepings have been set:

 

• Wednesday April 20^th and Thursday April 21^st
• Monday May 23^rd and Tuesday May 24^th

Filter Media Replacement Project. Work continues with the Filter Media Replacement Project. We are moving forward with replacing all the internals on Filters #1 - #3 based on the inspection on Filter #1. Colors have been chosen for the internal and external of the tanks. The Filter Media and Internal drawings have been submitted to and approved by CT Consultants.

 

The Mayor, Water Superintendent Mike Maybaugh, and I met with CT Consultants Thursday March 10^th to establish a scope of services for what we are calling the Brewster Water Transmission Upgrade Project. We discussed this project at the Public Utilities Committee Meeting March 7^th. We are still awaiting a formal response

 

The project deals with recommendation 1A and 1B in the Water Modeling Report completed by CT Consultants.

 

Proposed Project 1A deals with:

• replacing the “transmission line” coming from the plant down 4^th Street to Wabash (1940s +/-) with a 10-inch line. The current line is 10-inch from Lincoln to Washington and 4-inch from Washington to Wabash (1690 feet)
• Replacing the transmission line on Wabash from 4^th to 2^nd Street (1960s +/-) (1,150 feet)
• 2840 total feet replaced

 

Proposed Project 1B deals with:

• replacing the 6-inch water line on Lincoln from 4^th Street to 2^nd Street (1960s +/-) with an 8-inch line (775 feet)
• replacing the 6-inch line on 2^nd Street from Lincoln to Wabash (1940s +/-) with an 8-inch line (1,700 feet)
• replace the water line on Wabash from 2^nd to 1^st (1960s +/-) with an 8-inch line (360 feet)
• replacing a portion of water line that used to run to the old water tower from 4th Street to 5th Street on Washington (age unknown, but the North Water Tower was built in 1949) (375 feet)
• 3210 total feet replaced

 

The scope arrived this morning is a hybrid of 1A and 1B, improving the transmission grid, providing more redundancy, and reducing the maximum size from 10-inch to 8-inch (NOTE: 10-inch is more expensive due to it being a special size). The proposed scope now:

 

• replacing the “transmission line” coming from the plant down 4th Street to Wabash (1940s +/-) with a 10-inch line. The current line is 10-inch from Lincoln to Washington and 4-inch from Washington to Wabash (1690 feet)
• replacing the 6-inch water line on Lincoln from 4th Street to 2nd Street (1960s +/-) with an 8-inch line (775 feet)
• replacing the 6-inch line on 2nd Street from Lincoln to Wabash (1940s +/-) with an 8-inch line (1,700 feet)
• replacing a portion of water line that used to run to the old water tower from 4th Street to 5th Street on Washington (age unknown, but the North Water Tower was built in 1949) (375 feet)
• 4540 total feet

 

By creating the hybrid, we eliminate the need to replace the transmission line on Wabash from 4th to 2nd Street (1,150 feet) and replace the line on 2^nd Street (which even if we choose the original Plan 1A would need to be replaced as well). The goal is to have plans complete prior to the OPWC deadline for 2022 applications to get the 10 points, and to, if successful, fund the Village’s portion from an OWDA Loan.

 

I have been doing more work on getting our Water Transmission Replacement Project in a position where it can be Brewster’s primary OPWC application for 2022.

 

First, I am in the process of getting a formal engineering proposal for the Water Transmission Replacement Project. The highest ranked firm was/is CT Consultants, and I anticipate having a contract for Council at its April 18th Meeting.

 

Also, I have discussed with Kris getting the engineering plans financed through an OWDA loan to preserve our cash balance in the Water Fund and should also have that for Council at its April 18th Meeting.

 

Normally the deadline for OPWC Application is mid-September. This Water Transmission Replacement Project is going to take time, including needing surveying to be able to get plans completed. As I have communicated to Council before, having completed plans is important in the OPWC process, because the Village will get 10 points in the scoring process if we have completed plans.

 

 

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 Power Purchase - 1 or 2 MW Off-peak Block of Power for 2025-2028. On August 16^th Council passed an ordinance to buy a 1 or 2 MW off-peak block of power for 2025-2028 to hedge our bets, IF NEEDED in the future, due to market changes. We are still attempting to move forward as the cost of a 1 MW block or a 2 MW off-peak block for 2025-2028 continues to rise. I will keep Council Informed.

 

Electric Department – New 7^th Street Line. Now that thetransfer bus has been completed, we will soon start on the new 7^th Street Line.

 

AMPT – Brewster Second/Redundant Transmission to Substation.On Thursday April 14th an AMPT Meeting was held virtually. Information specific to Brewster’s second transmission line to its substation included:

 

• Monthly meetings continue between AMPT and First Energy and AEP to coordinate the scope between the three (3)
• AMPT is working with AEP to resolve any concerns about the Alpine Station (where the second feed to Brewster’s substation will originate
• 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
• Brewster solution statement is due to be filled with PJM in July 2022

 

Planning Commission Meeting April 21, 2022. A meeting of the Brewster Village Planning Commission has been scheduled for Thursday April 21, 2022 at 7:00 pm in Council Chambers at Brewster Village Hall at 302 South Wabash Avenue, Brewster, Ohio.

At that meeting, the Planning Commission will be holding a public hearing on a zoning map amendment initiated by Brewster Council to rezone 125.27 acres (parcels 7001381, 7001383, 10013711, and 10013712) from I-2 Heavy Industrial to A-1 Agricultural. In general terms the area being considered to be rezoned is bounded by the Wheeling and Lake Erie Railroad Tracks on the north side, the Village corporation limits on the west and south side, and west side of the levee on the east side.

At the April 21^st Planning Commission meeting information will be presented regarding the proposed zoning map amendment.

I have forwarded copies of the application and associated materials, including the descriptions of I-2 and A-1 Zoning to the Planning Commission and to Council. Copies are available for review during normal business hours at the Village Office.

AMI Project – Wrap Up and Close Out. The Village isstill waiting for delivery of some meters. And we are still assuring that we have accurate numbers per the bid. All other work set forth in the contract will be complete by May 31, 2022.

I will keep Council informed.

 

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

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.

 

 

 

 

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.

 

 

 

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

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried tocreate legislation AMENDING ORDINANCE 02-2022, THE VILLAGE FIRE DEPARTMENT FEE SCHEDULE to adjust the standard rescue extrication fee to $ 400 and to add turnout gear and other equipment damage charges, in line with the Fire Chief’s April 18th recommendations.  The vote: All yes.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to schedule a Council of the Whole committee meeting on Monday, May 2nd at 6 pm to update Council on the pending Demand Response Ordinance, the Electric building project, the proposed Water Line Replacement project, the AMI project wrap up, the FD Chief’s proposed modification to the Village’s pool policy, other utility projects, and any other Village issues.  The vote: All yes.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carried to schedule a Tree Board meeting on May 5^th at 2:00 to walk the areas where trees are going to be planted.  The vote: All yes.

 

Arbor Day will be at t-box #7 in Sabo Park on April 29^th at 10:00 am.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carried to amend the motion to designate Kris King as the Public Records Designee to include Mike Miller as an alternate.  The vote: All yes.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carried to adjourn the meeting at 8:38 pm. The vote: All yes.

 

 

Respectfully submitted,