August 1, 2022 - Meeting Minutes

MINUTES
BREWSTER VILLAGE COUNCIL
AUGUST 1, 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.
 
MEMBERS PRESENT:
Charles Hawk, Mayor
Dale Fox, Council Member                         David Godwin, Council Member
Tom Hilliard, Council Member                    Sydney Radich, Council Member                              
 
COUNCIL MEMBER RADICH MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to excuse Council Member Schwab from this evening’s meeting.  The vote: All yes.
 
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to excuse Council Member Long.  The vote: All yes.
 
VILLAGE OFFICIALS:
John Anthony, Solicitor                                  Michael L Miller, Village Administrator
Kris King, Clerk-Treasurer
 
MINUTES FROM THE JULY 18, 2022 REGULAR COUNCIL MEETING:
Mayor Chuck Hawk asked if there were any additions or deletions to the July 18, 2022 Council meeting minutes.
 
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to approve the minutes as presented.  The vote: All yes.
 
PRESENTATION OF BILLS:
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to accept the bills in the amount of $402,516.37.  The vote: All yes. 
 
AUDIENCE:                                                                            
Ray Heitger, Nancy Kleyman, Kim Manack, Fire Chief Chris Colucy, and Police Chief Nathan Taylor
 
PRESENTATION OF GUESTS:
There were no guests.
 
CONSIDERATION OF ORDINANCES:  Titles of each read by Solicitor John Anthony. 
ORDINANCE 40-2022: A Resolution Authorizing the Village Owned Public Utilities (Water, Wastewater, and Electric) at no cost when used for Municipal or Public Purposes was given third reading.
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER FOX to bring the legislation forward for passage.  VA Miller stated that the legislation will not be effective until the September bills and suggested making it retroactive to the first of the year.
 
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to amend the legislation to be retroactive to the first of the year.  The vote: All yes.
 
The vote on the legislation as amended: All yes.
 
ORDINANCE 41-2022: An Ordinance Enacting and Adopting a Supplement to the Code of Ordinances for the Village of Brewster, Ohio was given third reading.
 
Council Member Hillard asked the clerk to explain.  She stated that this updates the ordinances that govern our community, and the Ohio Revised Code are blended and available for the public.
 
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to pass the legislation as read.  The vote: All yes.
 
Second Reading: A Resolution Authorizing the Amendment and Appropriation of Additional Funds for 2022.
 
Second Reading: 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.
 
Second Reading: An Ordinance Awarding a Contract for Park Drive Phase 1 and declaring an emergency (once bids are awarded).
 
Second Reading: An Ordinance Awarding a Contract for Tuscarawas-Pinewood-Locustdale Waterline Replacement Project and declaring an emergency (once bids are awarded).
 
Second Reading: A Resolution giving first priority to the Fairless Soccer Club for use of the Brewster Park System from August 1, 2022 – October 31, 2022.
 
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.
 
TABLED AT THIRD READING on June 21, 2022: An Ordinance Amending the Zoning Map was given third reading.  VA Miller is requesting this legislation be tabled until the August 1st meeting after the bids are tabulated.
 
COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to untable the proposed Zoning Map amendment.  The vote: All yes.
 
ORDINANCE 41-2022: An Ordinance Amending the Zoning Map was given third reading. 
 
COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to approve the recommendation of the Planning Commission and amend the Zoning Map.  The vote: All yes.
 
MUNICIPAL DEPARTMENT REPORTS:  
A. POLICE DEPARTMENT: Chief Nathan Taylor
  1. July calls: 520
  2. Officers: We still have one Officer out on injury leave.
  3. Department:
      a)       Hosted FEMA training that brought in officials from all over the state.  Emergency Operation Plans need to be updates for the schools, dairy, and Shearers.  There will be a railroad meeting in December.
  1. Chief Taylor asked that residents PLEASE contact the Police Department when they see something.  Dispatch number is 330-830-4272.  Please don’t wait or post on Facebook as it is not monitored.
 
B. FIRE DEPARTMENT:  Chief Chris Colucy (excused)
 1.  There have been 540 calls year to date.  There were 94 calls in July.
  1. It’s that time of year for P&M on the big trucks.  The pumper has transmission and airbrake issues.  FEMA has not announced the grant awards for this year yet, but we are going to start preparing one for next year.
  2. Asst. Chief Mike Maybaugh is taking a leave from the Fire Department.
  3. Council Member Hilliard had a complaint that the north side tornado siren did not go off.  Council Member Fox and Clerk King both reported hearing it.
  4. Council Member Godwin questioned mutual aid with other departments.
 
VILLAGE SOLICITOR: John Anthony
  1. The memo of lease for the electric garage site has been recorded.
  2. The Solicitor has reviewed the Auditor of State’s Bulletin from 03/10/2022 referring to the OneOhio Settlement and the Village’s receipt of just over $500.
  3. For the Hillview Sanitary Sewer Project: Counsel for the park has not drafted an agreement but the Village was able to find an unexecuted agreement from 2009 that the Solicitor can use as a model.  The Solicitor wants to get this in place by the end of the month.  The cost is estimated around $300,000 and would be assessed for 20-25 years.  He stated that there is always a risk factor.  We will need to review interest on the loan and our ability to acquire grants.  The Village has the ability to rescind the agreement.
 
COMMUNICATIONS: 
  1. None.
 
VILLAGE ADMINISTRATOR: Mike Miller
Council received the Village Administrator’s report last week to review.  Administrator’s report for period: 7/19/2022 thru 8/1/2022:
 
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:
  1. We began work on the settling tank at the Wastewater Treatment Plant.  It is a fairly sizable repair.
  2. The Water Filter Media Project is back on track.
  3. The dirt removed from the area of the proposed Electric Garage Project has been screened and moved around the Village to areas that needed topsoil.  The rocks are being transported to the Solar Field.
  4. Council Member Hilliard asked about the storm drain issue on Elton St.  Supt. Patterson will be looking at it.
  5. Council Member Hilliard asked about the Hillview Sanitary Sewer Project.  VA Miller stated he wants to make application to the WCPLF for a loan.  Solicitor Anthony stated there was a consent order in place when the property was subdivided.  This was not permitted under the consent order.
 
Administrator’s report for period 7/19/2022 thru 8/1/2022:
 
Brewster Water Treatment Facility Filter Rehabilitation and Media Replacement Project (Filter Media Project). Work is underway on the Filter Media Project. Workman began work on Monday July 11, 2022. Workman has emptied the media from filter Tanks 1 & 2.
Wednesday July 20th CT was on site at the Water Department with the painter, Village personnel, Workman’s representative (our contractor). The issues at that point were:
 
  • Pit filling (by painter) – issue was the amount of area and whether there was enough material to fill all the pits.
  • Clip angles – issue was concern for differential metals in contact as well as a gap between the clip and the tank wall. 
  • Paint coverage/guarantee – painter indicated that paint wouldn’t adhere to stainless and couldn’t guarantee between the two different metals
 
The determinations with how to address these concerns were:
 
  • Pitting - focus on using the pit filler material near the top of the tank starting about one inch below the media line and work upwards to the golf ball dimple size areas.  Since that area appeared to be the worst, the focus was on that area first.  The other areas on the tank walls did not look as bad.  Also, when the painter mixes a batch of pit filler, he must use it all, if there is any left after working the top, then move to the areas that are next in severity. The painter did say that he doesn’t think he had much of the pit filler material but would check at the shop to see and perhaps place an order for more. (There is enough)
 
  • Clip angles – understanding the concern for differential metals in contact as well as a gap between the clip and the tank wall, the solution was for Tank 1, the stainless clips already in place would stay but additional welding would be performed to completely close/cover the gap between the clips and tank well.  This should help prevent water/air from corroding the back area. 
  •  Painting – it was understood that paint will not adhere to stainless, and that is ok.  As long as the welds are good, the corrosion risk should be low. 
 
  • Remaining Tanks – an alternative for stainless steel was explored instead of stainless clips. Based on:
 
  • the fact that the Hungerford and Terry called for all angles to be stainless steel, and
  • consulting with CT’s Principal Architect regarding the dissimilar metal welds, and
  • Workman’s fabricator stated they felt stainless steel was the correct choice as well, and
  • previous discussions/decision for Tank 1, and
  • weighing the “risk” (considering that the sole dissenting opinion at that point is the painter)
 
it was the consensus that we continue to follow the recommendation of Hungerford and Terry and have all clips/angles/attachments continue to be stainless steel clips. The CAVEAT being as we agreed on tank #1, that all angles and other stainless attachments be welded continuously around each where they attach to the tank so no water or air can get between the two.
 
So, Monday July 25th the welders came onsite to begin welding, and the gaps between the tank wall and some portions of the angles were too large to weld and not practical to fill and weld. It was agreed that Workman’s fabricator would make new angle to the correct radius, which would allow for continuous welds. Those should be available by Monday, when the welders will come back to complete the welding work in Tanks 1 and 2.
 
The painter will not be on site again until 8/8. At that time, they will do both Tank 1 and 2 coatings. Workman will then replace the internals, place the media, do required testing/backwashing, and get the units back online.
 
It has also been determined that in order to expedite, 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. Council rejected the sole bid received which was $1,284,100. That bid was $516,600 over the engineer’s estimate of $767,500 (67% over). So, the Village cannot award a contract based on this one bid. A meeting was held with EA (the engineer), Mayor, and Electric Department to determine why the estimate was so far off and how it might be addressed when (or if) the Electric Building is put back out to bid. Some of those issues include:
 
  • All – recheck to assure that in the event there are named items that “or equal” language is included. The Village is better served with adding “or equal” throughout the specs, so that less expensive items are on the table and could be proposed and making that choice clear to bidders
  • All – look at the Village directly purchasing some materials that have extended manufacturing/delivery times (i.e., garage doors) and put in specs that owner to supply materials, which shall be installed within ____ after delivery)
  • Garage Doors – due to extended delivery time, possibly have Village purchase and supply to contractor AND look at extending completion time.
  • Completion Time - should recognize market delays for materials such as the garage doors (12 months +/-) and generator (15 months +/-) and furnace/ac and either change our hard completion date entirely (maybe not best approach) or keep it but make it clear that it can be extended if the successful bidder shows that an item(s) cannot be delivered within our deadline.
  • Building – Explore allowing pole building construction (at least as alternate) versus block
  • Doors – use wooden interior doors versus steel
  • Doors – eliminate interior door closers
  • Electric - Change from 3 phase to single phase electric service. Should reduce prices of both back-up generator and HVAC
  • Electric - Eliminate the electric panel from northeast corner of garage and go with a single panel at the northwest corner, reducing considerably the amount of wire involved in the lighting.
  • Electric - Eliminate the electric cord reels in each bay – we have none now in either Electric Department Facility
  • Electric – wire and conduit prices volatile, so possibly have Village purchase and supply to contractor
  • Parking - Eliminate formal parking area in front (limit to apron)
  • Plumbing – detailed drawings/specs
  • Plumbing – Look at using pex/plastic versus copper
  • Railing - Change railing from prefabricated metal to wooden rails with removable panels like current Electric Building previously designed by EA.
  • Sewer - Explore sewer extension by Village
  • Siding – use same siding as current building
  • Water – reassess size, and explore
  • Windows – look at vinyl versus aluminum
 
I will keep Council informed as to the progress.
 
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 are doing 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.
 
Safe Routes to Schools Project – Middle & Elementary Schools. A quick update on the Safe Routes to Schools Project. Construction started back up Friday July 29th. Haymaker was on site performing tree removal. Following a number of e-mail exchanges, conversations, and a meeting on site to discuss a 30-inch pin oak that was slated to be saved but is being removed the revised projected cost revisions are:
 
  • Removing the 30-inch pin oak that was slated to be saved at $2,350
  • Non-perform:
PLI 53 non-perform     ($3,685)
PLI 54 non-perform     ($6,090)
  • Estimated additional cost for embankment - PLI 7 Embankment $288
  • Results in an estimated net “savings” of 7,137.
 
With the net “savings” ODOT has agreed that trees can be purchased to replace the eight (8) total that have/will be removed. Number, species, and locations will be determined at a future date.
 
The general contractor DiGioia-Suburban also began drainage work and earthwork. Friday July 29th. An updated schedule is not yet available, but even though there has been recent inaction, removing the tree(s) cuts a week out of the current work schedule.
 
Also, residents and travelers on Route 62 should be aware that the temporary traffic lights are back up, so long waits are likely. I believe they are set to hold traffic for 3 minutes, plus 30 seconds in between to clear the zone.
 
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. The project is out to bid, with a bid opening set for on August 1, 2022. An Ordinance to award a contract will be before Council so that it can be passed at the point bids are opened and a recommendation is made to Council to award a contract.
Electric Substation – SCADA (Supervisory Control and Data Acquisition System).  Now that the SCADA system for the Substation is nearly complete. I would like to again summarize its benefits of SCADA. Our SCADA system for the Electric Department allows the Village to be much more efficient in supervising and managing our distribution system. Specifically, per Electric Superintendent Ryan Swan, the addition of the SCADA system at the substation was part of the Electric Department plans to automate the electric system along with the AMI metering system.  SCADA allows the Village to monitor and control the electric system from any remote location with just a smart phone(s).   Businesses and residents of the village have come to expect almost 100% reliability when it comes to their electricity, allowing little response time to outages.  With SCADA and the AMI system the Village can now be alerted to an outage instantaneously before even the customer knows that their power is off.  The data from the SCADA system is used to assess outages before an Electric Department employee(s) leave(s) their house(s), reducing outage times.  The SCADA system also gives us the Village the ability to control our reclosers from a smart phone when working on lines.  Electric Department employees can put reclosers to one shot, which only lets the line trip once and not reclose if there is an accident with a lineman on the pole.  SCADA also allows the Village via a smart phone to close a circuit back in after a line is repaired.  Time is saved by not having to pack the trucks up and go to the substation to close in the circuit.  This SCADA upgrade was already utilized when the Village experienced a line break on East Main St. last fall. Each of the Electric Department employees now has the ability to remotely interact with the Substation.
 
AMPT – Brewster Second/Redundant Transmission to Substation. The status of the second transmission line to Brewster’s substation is:
 
  • 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 was due to be filled with PJM in July 2022
 
Electric Department – New 7th Street Line. Wiring the new poles has been completed. Streetlights 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 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.
 
AMP – Annual Power Supply Review. OnJuly 19th the Mayor and I met with representatives from AMP for the Village’s Annual Power Supply Review. Because of the Village protecting itself from market fluctuations with a remainder contract through the end of 2024, the Village is not seeing (nor is it projected to see) increases in its power costs. We are locked it at $34.14 per MW.
 
The market is actually helping the Village to some extent. Because of high market prices AFEC is operating more often because it is profitable (quick background, the AMP Fremont Energy Center (AFEC) is a nominal 700-MW natural gas combined cycle (NGCC) facility in Fremont, Ohio. AFEC has a capacity of 512 MW (unfired) and includes duct-firing that allows an additional 163 MW of generation during peak demand periods, which the Village owns .61%. Brewster not only benefits from its more frequent operation, but also because we retained a portion of our solar production, we are selling that back to the market at a profit as well.
 
As you may remember from last year’s update, one of the issues we were monitoring was looking forward to 2025 and whether the Village should purchase another remainder contract beginning in 2025 or whether the better option would be a block of energy to replace the Exelon Remainder Contract that expires at the end of 2024, as opposed to purchasing on the open market and leaving the Village vulnerable to market fluctuations. The volatile energy market has limited those potential choices. Remainder contracts aren’t available, because of the volatility of energy prices. The block of energy to replace the Exelon Remainder Contract that expires at the end of 2024 is also priced too high at this time. So, the sizable gap the Village potentially must address in 2025 currently would be through the short-term market. The short-term market is currently in the $60-$70 per MW range but projected to come down into the $40 per MW range by 2025. Again, our current cost is per MW $34.14. 
 
I have been informing Council of a potential solution to eliminate purchasing blocks of power, a remainder contract, or purchasing from the short-term market. The proposed Brewster Cheese Co-generation Project would eliminate the power supply “gap” in 2025. If implemented, based on the projected reduced power the Village would have to purchase to meet demand, the Village could essentially stand pat with the power we currently have. 
 
We are still affected by capacity charges and transmission charges, but those are a smaller steadier increase that are not affected by the dramatic increases in market prices.
 
I will keep Council informed of any changes.
 
Electric Power Purchase - 1 or 2 MW Off-peak Block of Power for 2025-2028. On August 16th of 2021, 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 now in a holding pattern because of both market conditions and Brewster Cheese’s proposed cogeneration project. The most likely outcome will be this purchase will NOT need to be made. 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 except for patching.
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. 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 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. OUPS has been contacted on the project and it scheduled to start (and end) before school starts.
 
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’s to be able to reference. They are also referring to the water line extension agreement that was executed and implemented.
 
Progress/Issues:
 
  • 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.
 
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 10, 2022
  • 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.
 
VILLAGE MAYOR: Charles Hawk
  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 August 3, 2022.
  2. Clutter Boss has been contracted to collect for the fall cleanup.  Southside – August 19th and northside – August 22nd.
  3. Employee Compensation Committee meeting is August 2nd at 10:00 am.
 
VILLAGE CLERK-TREASURER:  Kris King
  1. I am requesting for Council to review and sign the check register for this set of bills.
  2. I will be working on the 2023 Tax Budget that is due on August 20th
  3. The Fairless Soccer Club is requesting a donation.
  4. Garage Sales will be August 12 & 13.  Signs are up and it will be advertised in the Bargain Hunter and on the website.
  5. We received five applications for the assistant clerk position.  We will be reviewing and setting up interviews in the next week or so.
VILLAGE SPEAKS (Communications received by Council Members from Village Residents):
 
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.
 
PENDING EXPENDITURE REQUESTS:
  1. None.
 
PENDING PROPOSALS FROM PAST MEETINGS:
  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 FOX and motion carried to donate $1,000 to the Fairless Soccer Club from the Recreation Fund.  The vote: All yes.
 
AUDIENCE COMMENTS:
 
COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to adjourn at 7:51 pm.  The vote: All yes.
 
Respectfully submitted,
Kris King, Clerk-Treasurer
Charles Hawk, Mayor