January 3, 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 Assistant Utility Clerk Nancy Bucher, followed by the Pledge of Allegiance to the flag.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER SCHWAB and motion carried to excuse Council Member Long.   The vote: All yes.

 

Charles Hawk, Mayor

Dale Fox, Council Member                           Thomas Hilliard, Council Member                            

Sydney Radich, Council Member                 Dave Godwin, Council Member

Mike Schwab, Council Member

 

Michael L Miller, Village Administrator

 

Clerk Treasurer Kris King  and Police Chief Nathan Taylor were absent due to the death of their mother, Linda Taylor.  Our condolences and prayers to the family.

 

John Anthony was excused as he was traveling at the time of the meeting.    

 

Mayor Chuck Hawk asked if there were any additions or deletions to the December 20, 2021 Council meeting minutes.

 

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

 

MAYOR HAWK informed Council that due to the death of Clerk Treasurer Kris King’s mother, a partial set of bills are being presented for approval.   Payroll will be completed and processed.  The remaining bills will be processed by next week.   

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to accept the bills in the amount of $39,469.15.  The vote: All yes.

 

 

There were no guests.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to nominate and elect COUNCIL MEMBER SCHWAB as President Pro-Tempore.  Council Member Schwab accepted the position for 2022.  The vote: Hilliard yes, Radich yes, Fox yes, Godwin yes, Schwab abstained. 

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RACICH and motion carried to approve the adoption of the 2022 Council Rules.  The vote:  All yes.

  

COUNCIL MEMBER GODWIN MOVED, SECONDED BY RADICH AND MOTION CARRIED to assign Clerk-Treasurer Kris King as the designee for the Public Records Training.  Treasurer King will represent the entire council. 

ORDINANCE 1-2022:  An Ordinance authorizing the adoption of an employee 9.04 constructive resignation and job abandonment policy and the addition of the policy as defined to the Village Employee Handbook.  Council Member Hilliard asked Administrator Miller if this is the same information that was discussed previously.   Administrator Miller confirmed that it is the same.   Administrator Miller explained that this will provide the village written documentation versus verbal.  An example of this would be the number of calls that the employee responded to in a certain time frame.   

 

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

 

ORDINANCE 2-2022:An ordinance amending ordinance 07-2012 and 76-2017, the Village of Brewster Fire Department Fee Schedule for charged services.  Per Administrator Miller, the fees are based on the recommendation of Ohio Billing. 

 

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

 

ORDINANCE 3-2022:A resolution expressing the intent of Brewster Village Council to sell unneeded, obsolete, or unfit municipal property on the internet for 2022.

 

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

Second Reading:  A resolution authorizing the entering into a contract for a water main extension and hydrant addition for Brewster Parke and to fund with American Rescue Funds.

 

Second Reading:  An ordinance authorizing an amendment to the Stark County and Village of Brewster Sanitary Sewer agreement to accept and treat sanitary sewage and wastes. 

 

Second Reading: A resolution authorizing the three year agreement with the Board of Trustees of the local organized government in cooperation (L.O.G.I.C.) for full dispatching services for the Village Fire Department and the Village Police Department by the Emergency Dispatching Center (RED).

 

Second Reading:  A resolution adopting a donation policy for the Village of Brewster.

 

MUNICIPAL DEPARTMENT REPORTS:  

 

 

COMMUNICATIONS: 

 

VILLAGE ADMINISTRATOR: Mike Miller

Council received the Village Administrator’s report last week to review.  Administrator’s report for period 12/21/2021 thru 1/3/2022:

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER SCHWAB 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 stated the following item needs addressed.  There is a reduction in the amount of the change order for the adding handsfree activation for the toilets, sinks, and urinal in the bathrooms in the Council Chambers COVID Compliance Remodeling Project of $627.50.  Total cost for project is now $144,507.65

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to accept the reduction in the amount of the change order for the Council Chambers Remodeling project of $627.50. The vote: All yes.

 

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

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

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

 

The Village has:

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

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

• has accepted and recorded the required easements.

 

Legislation has been prepared to award a contract to the lowest and best bidder - RBS General Contracting of Massillon, Ohio.

 

• Water Department & EPA Recommendations - Hydraulic Model of the Distribution System. CT Consultants continues field work necessary to construct a Hydraulic Water Model for the Village. They have taken water pressure measurements. It is virtually complete, and our next step is to meet with CT Consultants to review the model, and inquire what the model shows, especially as far as sequencing future projects. We hope to have that meeting in the next few weeks.

 

• Council Chambers COVID Compliance Remodeling Project. We have done a number of walk throughs with the contractor for the Council Chambers COVID Compliance Remodeling Project, and we have identified some items (automatic flush valves and toilet room flooring demo) that require change orders:

 

	AMOUNT	REASON
Base Bid	$141,229.15
Change Order #1	$2,978.50	Add hands free to 2 toilets, 2 sinks, and urinals in bathrooms
Change Order #2	$300.00	Remove tile in existing bathroom
Current Total	$144,507.65

 

 

Some additional items that have been discussed (i.e. changing which door that accesses Fire Department; removing an unnecessary door) should end up with a credit down the line.

 

Adding outlet for stove and microwave will ultimately be an add.

 

Work should start in earnest January 3^rd, 2022. So far this contractor has been as easy and cooperative to work with as the contractor we had for the Fire Addition.

 

• Safe Routes to Schools – Hydrant Relocation. The Village relocated its fire hydrant by Fairless Elementary School, as is required by the plans for the Safe Routes to Schools path on December 21, 2021.

 

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

 

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

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

 

• Electric Department – Second Transmission Feed. A lot of progress has been made regarding the second feed into the Brewster Substation to be constructed by AMP Transmission. After a second on site meeting, some plan revisions, GPD brought in a crane/equipment handling company to determine the viability and identity potential means and methods to remove each of the existing three 69/12kV power transformers after installation of the proposed 4-breaker ring-bus in the proposed location. After that review, we (Village and GPD) are satisfied that the proposed ring bus would not create any obstacles that would prevent transformer removal with the existing 21’ high 69kV north-south tie bus intact and with the proposed ring bus breaker locations as long as the minimum bus height is 21’ above the driveway access areas.

 

• Decorative Street Lighting – Wabash north of Underpass. Conduit installation is complete. Waiting on connectors and boxes to get started.

 

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

• The latest revision of the AMPT ring bus for the second feed has resolved potential conflict/access issues for the Electric Building and Substation.
• Engineering Associates is still working on the plan to move the Electric Building north into the trees and flipping it to face south. They have asked for input on HVAC options which we are providing.
• GPD, who did initial surveying, has prepared a drawing and description for the area to be leased. The proposed building is 59.5 feet by 130 feet. The drawing is 80 feet by 200 feet. This allows buffering on the back and sides from the trees - roughly a third of an acre.
• I have reached back out to Brewster Cheese to go over the drawing/description. They have initially consented to the new location on a leased basis for 50 years at $1. This is our best option.
• I am checking the zoning. Some information shows the area where the new Electric Building is to be built is zoned I-1 – other information reflects it may be zoned R-1. Depending on zoning, the Village may need a conditional use permit via the Board of Zoning Appeals.

 

• Street Department Garage. We continue to take steps to be able to use the northern most three (3) bays for equipment that must be kept above freezing (heated). Ceiling insulation was installed. We have awarded a contract to Wood Electric for $5,770 to install a separate electric service so that those northern most three (3) bays can not only be heated but are completely separated from the southern three (3) that are planned to be used by the Police Department in the future. The Stark County Building Department has indicated they need an “engineered drawing”, which we are getting through Wood Electric.

After a new service is installed, we can install electric heater(s) from the Fire Department remodeling/expansion to keep equipment in those bays from freezing. These steps are being taken now so we can move the brine maker over to the northern bays without the potential for it to freeze. We still can use it in the tank for pre-treatment of streets.

 

• Leaf Pick-Up. Leaf pick-up has concluded. Pick-up the week of December 13^th was slow, and it appears that the vast majority of leaves have been raked out.

 

• Sanitary Sewer Main Relining Project. Wastewater Superintendent Dan Klein has been attempting to coordinate our contractor to clean and CCTV the sanitary sewer from where the Jefferson Ave Project terminated at a new manhole just north of 5th Street SE northwest to 4th Street SE. With the onset of cold weather, rather than risk scheduling and freezing attempting to bypass to CCTV, we are awaiting better weather in the Spring. Once we get the sanitary sewer CCTVed, we can explore options to fund the project.

 

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

 

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

 

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

 

• Brewster Council Chambers COVID Compliance Remodeling Project (aka Community Room). Demolition/construction has begun. Construction activities are scheduled to begin in earnest January 3^rd.

 

• 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.

 

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

 

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

 

• Sale and/or Lease of “Sturm” Lot. We have aplan/sketch of a proposedparking lot that would serve Village Hall, the Fire Department, and the Legion as well as the general public next to the widened alley for the Fire Department. That is needed to serve as a base point to solicit quotes to survey and split the proposed parcel that Council is deliberating on selling and/or leasing. I am continuing with the next steps to allow a specification to be done to sell and/or lease the requested parcel.

• Jefferson Sanitary Sewer between 4^th & 5^th. The two (2) easements and the purchase of the lot where the sanitary sewer runs between 4^th and 5^th have been closed/completed and recorded. The purchase of the lot for the sanitary line included an addition lot on East Main.

 

Following questions were addressed by Administrator Miller.

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to approve the appointment of committee chairpersons for the year of 2022 as presented.  The vote:  All yes.

 

 

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 RADICH and motion carried to send 2 EMT’s to an Advanced EMS class at an estimated cost of $2500.00 each. The EMT’s will need to sign the standard agreement with the Village.  The agreement is for a commitment to stay on job, as repayment for Village paying for the class.  The vote: All yes.

 

COUNCIL MEMBER SCHWAB MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried on behalf of the people of Brewster, we would like to thank each member of the Electric Department, EMS, the Fire Department, the Police Department, the Street Department, the Utility and Village offices, the Water Department, and the Wastewater Department as well as the Mayor, Village Clerk, and the Village Administrator for their dedication and work in 2021.  The vote: All yes 

 

COUNCIL MEMBER HILLIARD, SECONDED BY COUNCIL MEMBER RADICH and motion carried to thank Andrew Hess for his service of 4 years as a COUNCIL MEMBER.   The vote: All yes.

 

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to adjourn the meeting at 7:55 pm. The vote: All yes.

 

Respectfully submitted,

 

____________________________________________________

Nancy Bucher, Assistant Utility Clerk

 

____________________________________________________

Charles Hawk, Mayor