September 6, 2022 - Meeting Minutes

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.
The four Fire Department promotions for the Officers filling positions until 12/31/2022 took place at this point in order to allow the Officers to leave and go to their scheduled training.  The acting Assistant Chiefs sworn in were Scott Borojevich and Jon Huff.  The acting Captains sworn in were Roger Carpenter and Jeremy Henry.  There were many other Fire Department members in attendance along with Randi, Mia, and four-day old Tate Carpenter.  All but the Chief left for training after the ceremony was finished.
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 15, 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 LONG and motion carried to accept the bills in the amount of $434,694.86.  Councilman Godwin stated the bills were high because they included the Village’s electric bill.  VA Miller stated the Village’s involvement with AFEC had reduced what would have been a higher bill.  It allowed the PCA to be in the negative. The vote: All yes. 
Ray Heitger, Jason Mazarro, Fire Chief Chris Colucy, and Police Chief Nathan Taylor
There were no guests.
CONSIDERATION OF ORDINANCES:  Titles of each read by Solicitor John Anthony. 
Second 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 48-2022: Tabled at Third Reading: An Ordinance Awarding a Contract for Tuscarawas-Pinewood-Locustdale Waterline Replacement Project and declaring an emergency (once bids are awarded).
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to untable the ordinance.  The vote: All yes.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to bring the legislation forward for passage. 
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to amend the legislation by filling in the amount received in the bid.  VA Miller reviewed the proposed amounts from the lowest/best bidder.  The vote on the motion was all yes.
Council Members then voted to approve the legislation as amended.  The vote: All yes.
RESOLUTION 49-2022:A Resolution Honoring the Memory of Chris Belloni.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to approve the legislation as read.  The vote: All yes.
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.
TABLED at Third Reading on August 15, 2022: 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.
A. POLICE DEPARTMENT: Chief Nathan Taylor
  1. August calls were 529.  September to date is 86.
  2. Still have one Officer out.
  3. The Chief introduced a candidate for a part-time officer position.  His name is Jason Mazarro.  Mr. Mazarro comes to us with 17 years of experience.  Councilman Schwab asked why he chose Brewster.  He stated some of his colleagues had said Brewster PD was a family environment and that Brewster was a great Village.
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to approve the Mayor’s recommendation of appointing Jason Mazarro to probationary Officer pending a physical, psychological, and drug screen.  The vote: All yes.
  1. There were two OVI checkpoints in the Village on Saturday, August 27th.  Over 300 vehicles were pulled over.  There were no OVI arrests but there was one citation given.
  2. There have been no sightings of the wallaby.
  3. The Chief has been receiving calls on his cell phone and office phone that should be either going to 911 or to dispatch.  If he is unable to answer either of these phones, then the caller goes to voicemail.  He is often not able to get these messages in a timely manner.  He is also getting calls about incidents after the fact.  Sometimes as late as three days after an event.  The Chief is urging residents to not call him directly and to call dispatch or 911.  He is also urging residents to call when they see something happening so the Police can respond as quickly as possible.
  4. The department is working with the school on threat assessments.  The Chief is impressed with the school’s plan of action.
  5. Car #4 had to get two batteries replaced.  They were under warrantee.
  6. Councilman Godwin saw the cruiser and Officer assisting in Canal Fulton.  The Chief stated the Officers are paid by the vendor and the Village is going to start charging for the vehicle.
  7. It was asked of the Chief if 6:00-7:30 was good time for Trick-or-Treat.  The Chief stated that would be good and he would have Officers out.  The Fire Chief also stated he would have Firemen and vehicles out.
  8. The Chief urged residents to keep everything locked up.  There have been a lot of burglaries in the area lately.  Brewster had three break-ins last weekend.
B. FIRE DEPARTMENT:  Chief Chris Colucy
 1. There have been 628 calls year to date. 
  1. Ladder training will be Sept 17th at 9:00am for 8 hours.
  2. Chief Colucy met with a company for a new reporting system and is looking to change effective January 1, 2023.  The new platform will be a little more expensive.  20 out of 25 departments are using this platform.
  3. Tuscarawas Township is sub-granting $25,000 to the Fire Department from their ARPA Funds.  The Chief has a quote from Ohio Rescue Tools for a list of tools to replace the tools purchased 27 years ago.  The cost of the tools is $37,744, reduced from $45,000.  This quote will increase by 7% at the end of the month. Council will approve at least the $25,000, he could bring up the rest of the cost to the association if Council isn’t willing to cover the rest.
  4. FEMA Grant:  The awards have not been announced yet.  The Chief stated that he plans to submit another grant for next year with Council’s approval.  There was a discussion on the amount of the grant requested.  Prices continue to rise, and the Village’s cost increases unless we raise the amount of the grant.
  1. Solicitor Anthony has been reviewing the draft agreement with the Walker’s Legal Counsel.  The parties have not been able to come to an agreement on the wording the agreement.  The property is part of a trust agreement.  There is pending litigation on the trust.  It will be contingent on loan and grant approvals.  Solicitor Anthony is feels it is still pretty encouraging that it will work out.
  2. County Sewer Agreement:  The County has made changes that will affect Harmon area.  The Village will have to amend the amended agreement.
  3. Opioid Litigation:  The Solicitor received a letter received by the Clerk concerning payments.  He will call the contact on the letter to get some clarification.  He stated it is a little confusing at this point.
  1. None to report.
Council received the Village Administrator’s report last week to review.  Administrator’s report for period: 8/16/2022 thru 9/6/2022:
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER HILLIARD 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:
  • Emptied the media on Tank #4 at the Water Plant.  There was no screen and we were told it was not needed.  Wish we were told that before we put screens in Tanks #1 & #2.
  • Met with CT Consultants this morning concerning the Water Transmission Line Replacement Project.  The project is now estimates at $1.59 million. 
  • The Electric building HVAC revisions are in.
  • VA Miller is going to apply for a grant later this year to clean out the debris from Sugarcreek. 
  • Council Member Hilliard asked when the conduit and new lights would be put up on East Main Street.  VA Miller stated they are planned to be completed this year.
  • Council Member Hilliard asked about the proposed crosswalk on Wabash near the Family Dollar.  VA Miller stated they are waiting until the Waterline Project to be completed so they don’t have to tear up anything after they get it completed.
Administrator’s report for period 8/16/2022 thru 9/6/2022:
OPWC Tuscarawas/Locustdale/Pinewood Water Line Replacement Project. Bids for the Tuscarawas/Locustdale/Pinewood Water Line Replacement Project were opened at 2:00 pm on August 23rd. We did a couple of things to encourage bidders to bid:
  • To encourage as many potential bidders as possible, the Village paid for supplying the bid documents to contractors.
  • Established date of substantial completion of May 15, 2023 with a final completion June 15, 2023. These dates 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. It definitely allows for ordering and getting materials in this uncertain materials market.
So, after those steps:
  • Opened ten (10) bids.
  • Engineer’s estimate was $326,694.
  • All bids were less than the 110% of the engineer’s estimate.
  • Eight (8) of the ten (10) were less than the engineer’s estimate.
  • Low bid was $290,927.
  • We have a OPWC Grant of $113,817.
  • We have an additional OPWC Loan of $75,878.
  • Our requirement under OPWC is 51% of the total costs.
  • The amount spent on engineering to complete plans counts towards our 51%.
W.E. Quicksall has recommends Council award the contract for the Tuscarawas/Locustdale/Pinewood Water Line Replacement Project to the low bidder – Dirt Dawg Excavating LLC of Ashland, Ohio in the amount of $290,927.
Council will need to make a motion to lift the tabled original ordinance from the table (already has had three readings); make a motion to adopt; make a motion to amend to include the relevant information (fill in the blanks); vote on said amendment; and then vote on the motion to adopt.
Brewster Water Treatment Facility Filter Rehabilitation and Media Replacement Project (Filter Media Project). Work continues on the Filter Media Project. Workman has installed new internals and new filter media in Tank #1 and Tank #2. Both have been flushed, and both have had water samples sent for testing before they are put into service.
The next step is still moving to Tank #4 next. This is to expedite the schedule, allowing examination of its internals of Tank #4 to determine if new internals need to be ordered. That is because of the lead time 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.
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. The Water Department and I are scheduled to meet with them again Tuesday September 6th to do a “final” review. We are on track to have completed plans for its submission to OPWC for a grant/loan for 2022.
OPWC – Chestnut Application. I believe that there is not enough time to get an OPWC for completing the paving of Chestnut. In addition to Chestnut not likely score high enough at the District level to be funded, and even though it should score high enough to get sent for competition for Small Government OPWC Funding, the cost to develop plans will offset to a large degree any potential savings we might realize  by getting 49% of the paving costs paid for to make our paving funds go farther, there is not enough time to get plans completed and an application submitted.
OPWC Park Drive Phase 1. The project continues to be reviewed for a rebid later this year for a 2023 start.I will keep Council informed.
AMPT Second Transmission Line. On Friday August 19thAMPT presented the Brewster supplemental solution at the PJM stakeholder process meeting this afternoon. There were no questions from stakeholders. AMPT (and Brewster) will now be waiting for PJM to perform their initial “Do No Harm” review. Once that is completed PJM will provide AMPT (and Brewster) a supplemental project number and then officially post this into our Local Plan. AMPT will keep the Village posted when the project gets to that point. It typically takes PJM a few months to complete their review process but AMPT at this point does not anticipate any issues.
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 be 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. 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.
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.
Council has approved the change and EA is in the process of revising the specifications.
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 has run 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 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.
Safe Routes to Schools Project – Middle & Elementary Schools. 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. The paving of the surface course began and was completed Friday September 2nd. It was also decided to excavate a swale for the 6-inch pipes to outlet towards the 24-inch pipe inlet located southwest of the 6-inch pipes. After paving of the path is completed, the restoration work will take place, including filling next to the path and seeding.
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.
Safe Routes to Schools – 7th Street Dartmouth to Amherst. The upgrade to sidewalk to cement on 7th between Amherst and Dartmouth has been completed. The 2-foot “lawn strip” was stamped at no additional cost to distinguish it from the path. After discussion, fiber was added for strength at $500 in anticipation that it is possible that at some point a piece of equipment such as a Ventrac or a skid steer might be on it to clear snow. Sealer at another $500, as unlike the vast majority of sidewalk we replace this sidewalk is immediately adjacent to the street and will be subject to salt.
Parks Projects – Gazebo “Pad”. The new pad where the gazebo once stood on the Boulevard has been completed as the replacement for old gazebo. It will have a “picnic” table placed over the opening and electric outlet for most of the year and will be the location for the Village Christmas tree (and Christmas tree lighting) during the holidays. Rick Patterson helped with setup by moving the electric closer to the tree from the outside and installing the sleeve for the tree. Landscape restoration and “picnic” table to come soon.
Parks Projects – Bleacher Pads. The bleacher pads at Fields #5 & #6 had cement pads installed for the bleachers to sit on, which will not only make it easier to maintain but also keep the bleachers from sinking into the ground as they have been doing. Small pads were poured for the trash cans as well.
Storm Drainage Projects. The current list of storm sewer projects in their priority order, with updates on their status:
 1. Catch basin on Tuscarawas (sump pump). COMPLETED except for patching.
  1. East Main Street Drainage. COMPLETED.
  2. Elton. Storm sewer failure.
  3. Dartmouth/Amherst relief line. Easement has been signed. Work to start when it can be scheduled.
  4. East end of 1st Street SE. Will have to coordinate with US Army Corps of Engineers.
  5. Open ditch east of Mohican. We are consulting with Stark County Soil & Water.
  6. Drainage from Harmon west of 264 Harmon. Survey needs to be completed
  7. 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 Street Drainage. The East Main Storm Drainage project has “wrapped up”. All the storm drain line and structures have been installed. Grindings have been smoothed out for a base for Shared use Path. Most of the clean-up is complete. It took a while, fitting it in with all the other tasks the Street Department is expected to do and weather interruptions, but we are there. But as a reminder we saved at least $47,570 based on a quote to complete from an outside contractor. Next step is Electric Department installing conduit, decorative street lighting, and wiring all the lights. The step after that is finishing the Shared Use Path, including planting some trees between the streetlights.
Catch Basin Repair. Council may have noticed that catch basins are being repaired differently than in the past. Street Superintendent Rick Patterson and I decided it would more effective when a catch basin is repaired/replaced to not only repair the curb and gutter with concrete, but also square off the adjoining area in the street where it was necessary to remove pavement to make that repair/replacement with concrete as well. This method has advantages over patching with asphalt, including:
  • it is MUCH easier to make the repair level with the existing street, and
  • it also adds support/strength to the catch basin, and
  • the difference in the amount of cement between the old method and this method is negligible, and
  • the restoration after the repair is done in one step instead of two.
I personally feel it is also more attractive than a repair patched in asphalt, but that is a subjective opinion. We are not the first to do it, as Massillon repairs their catch basins in a similar way.
Natural Gas Aggregation Program. A price was struck at $0.854/Ccf for the first 24-months of our term starting this October. I will expand on this at the Council meeting as the natural gas prices are volatile at the moment.
The main thing to remember is that residents have the ability to opt out!
Residents who do not wish to wait to 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.
Brewster Parke Water Line Extension Project. Work in Wabash was completed Monday August 15th. When the Tuscarawas-Locustdale-Pinewood water line Replacement Project is underway and work is done on the west side of Wabash across from the tie-in for Brewster Parke, the handicapped access and crosswalk will be completed.
WPCFL Nomination - Hillview Sanitary Sewer. The WPCLF Nomination Package for the Hillview Sanitary Sewer Project was submitted August 30, 2022. In addition to Engineering Associates dusting off the plans and getting us information, I would single out Matt Kline of RCAP for doing an excellent job pulling everything together so we could submit this Nomination. As a reminder the Nomination does not bind the Village – Council can “pull the plug” without any “penalty” from EPA according to RCAP. I will keep Council informed as always. Based on the information RCAP found, Brewster is potentially eligible to have a part or all of any loan we receive for either of these projects to be forgiven.
WPCLF Nomination – Manholes between McKinley and the Levee Gate. WPCLF Nomination packets were submitted for two (2) Village sanitary sewer projects on August 30, 2022.
Council should be very familiar with this first nomination/project as it was recently discussed. It involves the section of sanitary sewer that runs from McKinley to the levee gate, where we had a back-up recently. A brief 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.W.E. Quicksall got us the relevant maps and stamped engineer’s estimates, while RCAP again did a fantastic job pulling this nomination together for us.
A contractor was brought in on Thursday to TV the line from both ends to help locate the tie in locations. As with the Hillview WPCLF Nomination, based on the information RCAP found, Brewster is potentially eligible to have a part or all of any loan we receive for either of these projects to be forgiven.
WPCLF Nomination – Main Lining and Manhole Replacement WPCLF Nomination packets were submitted for two (2) Village sanitary sewer projects on August 30, 2022. The second nomination/project 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. W.E. Quicksall got us the relevant maps and stamped engineer’s estimates, while RCAP again did a fantastic job pulling this nomination together for us.
As with the Hillview WPCLF Nomination, based on the information RCAP found, Brewster is potentially eligible to have a part or all of any loan we receive for either of these projects to be forgiven.
Fall Post Garage Sale Clean-up. So that Council is aware, the cost for the post garage sale clean-up on August 19th and 22nd was solicited two ways:
  • Lump sum - $5,600
  • Labor plus tonnage - $2,880 for labor and $65 per ton for dumping.
Based on potential savings, the contract was awarded on a labor plus tonnage basis. The result is the total cost for clean-up is projected to be approximately $3,790.65 based on the tonnage slips submitted. That means the labor plus tonnage method saved approximately $1,800.
Mosquito Spraying. The county Health Department has forwarded the initial schedule for mosquito spraying in Brewster. The last scheduled spraying for the summer of 2022 is scheduled for Tuesday 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.
Zoning Board of Appeals and Planning Commission. A joint meeting of the Brewster Planning Commission and the Brewster Village Zoning Board of Appeals has been scheduled for Thursday September 22nd, 2022 at 7:00 pm in Council Chambers at Brewster Village Hall at 302 South Wabash Avenue.
The first subject of the meeting will be for the Zoning Board of Appeals to consider a request for a variance(s) being requested for parcel 7001763, located at 148 1st Street SE. The property is zoned R-3 and is owned by George M Wiles. The variance(s) are to allowing a garage to be built outside the required setbacks and for maximum lot coverage and minimum open space requirements.
The variance(s) is (are) from Brewster Codified Ordinance Variance from Brewster Codified § 153.083 YARD REQUIREMENTS which provides in relevant part “Minimum rear yard depth 30 feet” and “Minimum side yard width 8 feet” in an R-3 District. The applicant is asking for the structure to be zero feet from the side lot line, with authorization of the property owner on that side. The applicant is also asking for a variance from the 30-foot rear setback to allow the garage to be approximately 5 feet from the rear property line.
In addition, the variance(s) is (are) from Brewster Codified Ordinance Variance from Brewster Codified § 153.082 LOT REQUIREMENTS, which provides in relevant part “(D) Minimum usable open space. At least 30% of the actual lot area shall be devoted to useable open space” and “(E) Maximum lot coverage. Twenty-five percent.” Currently the lot has approximately 31% lot coverage, and with the addition it would increase to over 37 % lot coverage.
The second subject of the meeting is a joint work session to discuss potential changes to Brewster’s Codified Ordinances, including but not limited to potential changes regarding minimum open space and maximum lot coverage.
The Planning Commission will also be approving past meeting minutes.
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 rescheduled for September 14, 2022.
  2. Received a thank you postcard from the Zachary Grass Golf Outing.
  3. Tree Board to meet on September 8th at 10 am.
  4. Trick or Treat was discussed and will be Oct 31st from 6-7:30.
  5. Donation request from the Fairless Youth Athletic Foundation-$1,000.
  6. Thank you to Dave Godwin for Representing the Village in the road dedication for Vernon Judd Memorial Highway.
  1. I am requesting for Council to review and sign the check register for this set of bills.
  2. The August 2022 and Year-to-date reports were placed in Council’s mailboxes last week
  3. The 2023 Tax Budget was turned in and approved by the County Budget Commission. 
  4. The Fairless Youth Athletic Foundation is requesting a donation.
  5. There will be free flu shots on October 11th from 1:00 to 3:00 pm at Village Hall through Marc’s Pharmacy.
  6. There will be an “Ohio Ethics Law 2022: Watching our Steps” class on Thursday, November 3rd at 10:00 am in the Brewster Community Room.  Please RSVP by October 15th by contacting me at 330-767-4214.  This is recommended for all elected officials and public employees.  This is a free class and other local communities are invited to attend.
  7. Request Council to have a resolution drawn up for the Amounts and Rates for 2023 as determined by the Stark County Budget Commission.
  8. I received notification that we will be receiving at least three more deposits from the Opioid Settlement.
  9. Received a request for a donation to the Annual Fairless Toy Drive.
VILLAGE SPEAKS (Communications received by Council Members from Village Residents):
Council Member Godwin received a complaint about the overgrown brush at the northeast corner of Elton St. and St. Rt. 93.  He went out and agrees that something needs to be done before there is an accident.
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 HILLIARD and motion carried to create legislation for the 2023 Amounts and Rates for the Village of Brewster to be turned into the Stark County Budget Commission.  The vote: All yes.
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to schedule trick or treat on October 31st from 6:00 – 7:30 pm.  The vote: All yes.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to have Chief Colucy contact Gatchell Grant Writing to make application for a FEMA Pumper truck grant in the amount of $650,000.  The vote: All yes.  
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER LONG and motion carried to approve $25,000 that is being sub granted by Tuscarawas Township from their ARPA Fund to be used to purchase to quoted tools provided by the Fire Chief and pay the other $12,744 from the Fire Income Tax Fund.  Council Member Hilliard asked Council Member Schwab if he thought the association should pay the $12,744.  Council Member Schwab stated he made his motion.  The vote: Fox, yes; Godwin, yes; Hilliard, no; Long, yes; Radich, yes; Schwab, yes.  Motion carries.
COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to draw up an amendment to the Stark County Sewer District’s amended agreement.  The vote: All yes.
Ray Heitger, 317 East 7th Street, requested use of the community room for the Children’s Halloween Party on October 31st following trick or treat.
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to adjourn at 8:05 pm.  The vote: All yes.
Respectfully submitted,
Kris King, Clerk-Treasurer
Charles Hawk, Mayor