October 7, 2019 - Meeting Minutes

 

Brewster Village Council met in regular session with Mayor Mike Schwab presiding.

 

7:00 P.M. – CALL TO ORDER

 

Council Members bowed their heads for the invocation provided by Clerk-Treasurer

Kris King followed by the Pledge of Allegiance.

 

Mike Schwab, Mayor

Dale Fox, Council Member                        Dave Godwin, Council Member                

Chuck Hawk, Council Member                  Andrew Hess, Council Member

Tom Hilliard, Council Member                   Sydney Radich, Council Member                              

 

John Anthony, Solicitor                                  Kris King, Clerk-Treasurer

Michael L. Miller, Village Administrator 

 

Mayor Mike Schwab asked if there were any additions or deletions to the September 16, 2019 Council meeting minutes. 

 

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

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to accept the bills in the amount of $ 513,185.29.  The vote: All yes.

 

Darlene Reed of 320 Needham St. attended on behalf of Fairless Food Cupboard’s Toy Drive.  The program serves approximately 300 children each year.  They gladly accept new toys and monetary donations and are always looking for volunteer help.  Her sister Mary Ann Hilliard is also instrumental in this program, carrying on the legacy of helping others as taught to them by their mother Dorothy Groff, who was instrumental in the creation of the Fairless Food Cupboard.   Donations of toys can be dropped off at the Friends Church on West Main St. November 18^th -20^th.  Monetary donations should be made out to the Fairless Food Cupboard with Toy Drive in the memo.  Any leftover items go to the Fairless Helping Fairless Program.

 

Ray Heitger of the Recreation Board reported that 80 – 85 people attended the last concert in the park.  He also wanted to commend the ladies of the Toy Drive.  Mr. Heitger stated the families must go the Food Cupboard to qualify for the toys. There are normally 140 -150 families that utilize the food cupboard each month.

 

Also in attendance were Fire Chief Chris Colucy, Police Chief Keith Creter, Jerry Weaver, and Joshua Bowen of the Independent newspaper.

 

Tom Coyle, Director of Account Management at Efficiency Smart made a presentation to Council.  He spoke on “Why Efficiency Smart?”, the Efficiency Smart background, the results of Efficiency Smart, the menu of services, and a community prospectus.  Brewster’s lifetime savings achieved is currently 10,392 MWh and $973,489 in customer savings.  The benefit to cost ratio for this program is 2.3.

 

ORDINANCE 71-2019:  An Ordinance Authorizing Supplemental Appropriations for 2019 was given third reading.

 

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

 

ORDINANCE 72-2019: An Ordinance Authorizing an Amendment to Ordinance #28-2019 –

2019 Appropriations was given third reading.

 

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

 

RESOLUTION 73-2019: A Resolution Authorizing the Creation of a Fire Income Tax Fund was given third reading.

 

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

 

ORDINANCE 74-2019:  An Ordinance Authorizing a Modification to Sewer Utility User Rates and Fees (Based on the consultant’s recommendations; increase by 20% in 2020 & increase 3% each year after) was given third reading.

 

Council Member Godwin stated he would not vote yes on anything that lasts over three years.  VA Miller suggested adding a clause that would require a rate study at least every three years for the review of the rates.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to amend the ordinance to reflect a requirement of a rate study at least every three years.  The vote: All yes.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to pass the legislation as amended.  The vote: All yes.

 

Second Reading – An Ordinance Authorizing a Modification to Water Utility User Rates and Fees Based on the consultant’s recommendations; reduce by 10% in 2020, increase 2.75% each year after).

 

Second Reading- An Ordinance for the Addition of Employee Policy 5.13P - Police Uniform Allowance.

 

Second Reading – An Ordinance Amending Chapter 95 of the Village Code Ordinances with the Addition 95.06 Unlawful Deposit.

 

Second Reading – An Ordinance Amending the Village Code Ordinances with the Addition of Chapter 117 - Solid Waste Hauler Regulations in Village.

 

Intro by Mayor: First Reading – An Ordinance Authorizing the Adoption of a Purchases Utilizing Federal Funds Policy.

 

Intro by Mayor: First Reading – An Ordinance Authorizing the Adoption of a Federal Grant Record Retention Policy.

 

Intro by Mayor: First Reading – An Ordinance Authorizing the Adoption of an Equipment Management Policy.

 

Intro by Mayor: First Reading – Authorize the Preparation for and the Advertising for Proposals for

the Sale of a Village 69 kV Electric Transmission Line.

 

ORDINANCE 75-2019: Tabled at Third Reading on 09/03/2019: An Ordinance Authorizing a Contract for the Installation of Material & Equipment for the South Substation Upgrade Project was given third reading. 

 

(Project Rebid, opened Bids 09/26) Recommendation: Award Contract to Thompson Electric at $1,324,835 w/all the work w/o outages.

 

COUNCIL MEMBER HILLAIRD MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to untable the following legislation. The vote: Fox, yes; Godwin, yes; Hawk, yes; Hess, abstain; Hilliard, yes; Radich, yes.

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to amend the ordinance to include the recommendations of GPD Group with the figures provided in the bid from Thompson Electric.  The vote: Fox, yes; Godwin, yes; Hawk, yes; Hess, abstain; Hilliard, yes; Radich, yes.

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to pass the legislation as amended.  The vote: Fox, yes; Godwin, yes; Hawk, yes; Hess, abstain; Hilliard, yes; Radich, yes.

 

Fire Department: Chief Chris Colucy

Year-to-date calls is 648.  On November 30, 2017: the calls were at 634.

 

Request: Send Firefighters Luke Bruce & Cody Henry to EMT Class at Buckeye Career on 02/19/2020 at a cost of $ 975 plus books each.  With the $1,000 threshold going to be met, the consent of Council is required.

 

Chief & Mayor request Council’s approval of the Mayor’s appointment of Riley Smith as BX Firefighter pending successful physical, drug screen, and background check (Council copy of letter).

 

EMS Billing: September receipts = $ 15,491.14.

 

The advertisement for bids for the air packs has been prepared and is ready to be sent out.  Release for the drawdown will be 6 to 8 weeks out.

 

The building expansion is on track.

 

Councilman Godwin would like a thank you letter send to the grant writer Vera Gatchell.

 

Spirit Parade on October 31^st moved to 5:30 pm instead of 6:00 pm. so it will not interfere with the Village’s Trick or Treat.

The Chief supplied the Monthly Activity Report to Council through an email.  890 calls this year.

 

The 2020 Chevy Tahoe is in.  The equipment will be installed on the 10^th of October and should be road ready by October 17^th.

 

“Fill the Safety Vehicles” will be Saturday, October 12^th from 10 am – 2 pm.  Items collected will go directly to the Fairless Food Cupboard.

 

The 8 Glock 9mm’s (department Village owned weapons) are in.  They will not be signed out until the holsters and magazine carriers are in unless the officer has already purchased equivalent equipment on their own.

 

The free Child Identification Kits are available at the Police Department or through the School Resource Officers.  These kits are completed by the parents and kept in a safe place at home.  Council Member Fox suggested the Chief give the information to the Utility Office to be placed in the monthly newsletter.  The Chief is also going to leave some kits at the Utility Office for residents to pick up.

 

Chief Creter reminded everyone that there is an 8:00 pm curfew for the month October.

 

The Chief has been receiving concerns over urban coyotes in the Village.  The animals run from the Officers when they approach.  They appear to be healthy and non-threatening.  The Chief is looking into nuisance trapping of the animals.  It you see one, make loud noises and they will run.  Do not try to catch or corner them or they may become aggressive with the pursuer.

 

Solicitor Anthony did a review on establishing a Joint Economic Development District (JEDD).  All the law is included in Ohio Revised Code (ORC) Section 715.72.  It is a contract between a municipality and a Township.  The Township gets to use municipal law, and both get the benefits of developed areas.  It is used to develop township areas with the benefit of taxation and possible utilities.

 

Stark County Commissioners: Application for 2020 Municipal Road Funds (deadline is 02/14/2020).

 

VILLAGE ADMINISTRATOR: Mike Miller

Administrator’s report for period 9/17/2019 thru 10/7/2019:

 

• Electric – Substation Upgrade/Expansion. Bids wereopened bids (for the second time) on September 26^th for the Substation Upgrade and Expansion Project. The apparent low bid that includes doing all the work without any outages is $1,324,835. The apparent low bid that included doing all the work without any outages last bid opening was $1,337,841.

 

Our engineer’s estimate this time without contingency was $1,397,000. Our engineer’s estimate this time with contingency was $1,537,700. The apparent low bid is below both estimates.

 

Financing Plan: Financing through AMP has had all the paperwork completed for our first drawdown. We still plan to pay some costs out of our capital funds and reimburse the fund at a later date if necessary.

Site Preparation: We still plan to utilize grindings from the 7^th Street project as a base prior to bringing gravel in.

Rate Study: Complete.

 

I will continue to keep Council informed as to developments. Please feel free, as always, to contact me if you have any questions or need me to obtain any additional information.

 

• 7th Street – Repair at Levee Gate. The US Army Corps of Engineers has informed me that a contract has been awarded to makes repairs to the sill on levee gate. The company is Brannon Contracting & Maintenance, Inc. of Duncan Falls, Ohio. I have reached out to attempt to coordinate the repair with our paving.

 

 

• 7th Street Road Upcoming Closures/Detours. The US Army Corps of Engineers will be scheduling a closure (unknown at this time full width or single lane) for the upcoming repairs to the levee gate. In addition, the Village will have a short full closure and partial closure while Superior Paving to begins and complete the repairs to 7^th Streetto complete milling and paving.

 

• 7^th Street – Ramps for “Crosswalks”. I obtained prices for the installation of ramps at the “crosswalks” at the remaining intersections where we installed the curb & gutter on 7^th Street SE, as well as some changes to the two (2) that were installed. The work includes:

 

• Adding additional concrete to the ramp on the north side of 7^th Street at Amherst, to transition to a future Shared Use Path (SUP) running on the north side of 7^th Street SE between Amherst and Park Drive. The ramp that was installed is difficult to transition to as it exists.
• Adding additional concrete to the ramp on the south side of 7^th Street at Amherst, to transition to a future SUP running on the south side of 7^th Street SE and extend the “start” of the SUP out past our catch basins. The ramp that was installed ends at a slope down to Fairless Schools’ fence. These two (2) additions, and the painting of the crosswalk when the 7^th Street Paving is finished will complete the new school crosswalk on 7^th Street.
• New ramps on both sides on the north side of 7^th Street SE at Dartmouth.
• New ramp on the northeast corner of Park Drive and 7^th Street.

 

The total cost is $6,912, which has been encumbered out of the sidewalk fund.

 

• 7th Street - Shared Use Path on the North Side 7th Between Park Dr. & Amherst. As I reported to Council at the September 16^th Council Meeting, students are walking along the north side of 7^th Street between Park Drive and Amherst. My observation is that they are walking in the curb and gutter or street (while it has been closed), which obviously is not safe.

It was my opinion and recommendation at the September 16th Council Meeting that we find funding to complete the ramps and install a hard surface (concrete, asphalt, or limestone) so that the students walking to school on 7^th Street can do so safely.

I have addressed the issue of completing the ramps, as set forth above.

However, the issue of installing a hard surface (concrete, asphalt, or limestone) so that the students walking to school on the north side of 7th Street can do so safely still needs to be addressed. As Council is aware, we did not proceed with installation of sidewalk in this section, primarily because the bid cost (in concrete) was “prohibitive” at $30,000 plus.

In looking at the Shared Use Path (SUP), it makes the most sense to “begin” with a SUP similar to what the Stark County Parks installs, which is a base with a fine limestone top, because the alignment will take it into power and/or telephone poles, which will eventually need to be relocated. By building a SUP similar to what the Stark County Parks installs we can repair it once those poles (obstructions) are relocated at a minimal cost.

Installing a Shared Use Path (SUP) similar to what the Stark County Parks installs, which is a base with a fine limestone top, that cost drops to approximately $15,000. Stark County Parks would supply the labor and equipment, while the Village would supply the material, cutting the Village’s cost to approximately $7,500 IF Stark County Parks where able to install the SUP. I subsequently met with representatives of Stark County Parks on Wednesday July 24th to review whether they could possibly fit the Shared Use Path (SUP) on the north side of 7th Street from Park Drive to Amherst in during this year – they couldn’t. The Mayor and I met with Stark County Parks Director this past Tuesday, September 24^th. They still aren’t able to fit a SUP into their schedule this year.

So, I have obtained a price from McBurney Concrete in the Amount of $12,248 to build a Shared Use Path (SUP), similar to what the Stark County Parks installs with a base with a fine limestone topping, on the north side of 7th Street between Park Drive and the ramp at the crosswalk at Amherst. They could complete the work yet this Fall.

• Paving Program – 2019. Our paving contractor began work Thursday October 3^rd. On Thursday they milled Bimeler, 6^th Street SW between Wabash and McKinley, and 7^th Street. On Friday they were milling out the center of 7^th Street east of the levee gate approximately 6 feet wide to remove the double layer of fabric and replacing it with base asphalt before beginning the paving of 7^th Street.
  
• Route 93 – ODOT Paving. Regarding the paving of Route 93 in Brewster, ODOT District 4 informed us at the pre-construction meeting on Wednesday, September 18, 2019 that:
• A contract has been awarded to Karvo
• That the projected timeline that Route 93 in Brewster will be paved (from just north of Harmon to the south) is next Spring, weather permitting before May 2020
• That between now and the paving, ODOT will review the condition of the catch basin at the NE Corner of the underpass
• That any pavement markings in place (including parking spots) will be repainted.

 

• Efficiency Smart – LED Light Bulbs. There are still standard and dimmable specialty LED lightbulbs are available for a limited time for $0.99 each at Belloni Foods. Discount pricing courtesy of Efficiency Smart and Brewster Municipal Electric. Questions? Call Efficiency Smart at 877-889-3777 or visit www.efficiencysmart.org/brewster-ohio for more information.

• NatureWorks Grant – Bimeler Exercise Area. I am compiling the required information to be reimbursed for the Bimeler Active Exercise Area from ODNR (NatureWorks Grant). It should be submitted this week.
  
• Brewster Cheese – Replacement of Process Water Line. Brewster Cheese completed repair/replacement of a process water line that runs under Route 93, and Route 93 was reopened.
  
• Brewster Cheese – Upgrading Electric Feed. In conjunction with Brewster Cheese’s shut-down of Route 93 to replace and upgrade their process water waste line, the Electric Department scheduled a shut-down so that they could upgrade their service lines ahead of the substation upgrade and the additional load that Brewster Cheese has planned. The work was necessary so that when Brewster Cheese adds load in the future, they don’t melt the existing line.The shut-down occurred at 5:00 pm Tuesday September 24th and lasted approximately 3 hours.
  
• Bimeler Park – Security & Surveillance. Last week, Staley walked Bimeler Park with the Mayor and me to review what we can do to add cameras for additional security. The first area we reviewed was near the concession stand. The price for additional cameras in that area is $6,260.  The second was the western most pavilion near the basketball courts, and the new exercise area. The price for additional cameras in that area is $5,550.  The price to do both (parts of the concession area would need to be installed first before we could transmit to/from the basketball court area) is $11,810.
  

 

• AMP – Annual Meetings. I attended annual meetings on Wednesday September 25th, 2019 for which Brewster is a part-owner. Highlights from the meetings are:

 

• AMP Hydro Phase I– High water affected power output negatively this year, the second year of high-water reducing power output. SB 6 has slowed market for Renewable Energy Credits (RECS). 90% of budget is debt related. We went into executive session to discuss ongoing litigation. (Brewster owns .58%. AMP Hydro is eight (8) hydro generating units with a combined capacity of 208 MW.)
• AFEC – Current plan is to operate diesel units through 2029.

(Brewster owns .61%. AFEC is a nominal 512 megawatt (MW) natural gas-fired generating station with 163 MW of duct-firing capacity. The AFEC site is located in the northwest corner of the City of Fremont.)

• JV5 – High water affected power output negatively this year, the second year of high water reducing power output.SB 6 has slowed market for Renewable Energy Credits (RECS).

(Brewster owns .79%. JV5 is 42-megawatt of hydroelectric plants on the Ohio River, with back-up generation sources located throughout Ohio. The plant has two generating units with a FERC rated capacity of 21 MW per unit.)

• JV2 – Savings this year was lower. Helps with capacity and transmission costs at peaks. (Brewster owns .75%. JV2 is three (3) gas turbine distributed generation units and 35 diesel units with a total capacity of 138.65 MW at sites located across Ohio.)
• Solar Phase II – Helps with capacity and transmission. Hit 59% at peaks. “Solicited” at 61 MWs. Currently 49 MWs built. Wadsworth has 8.875 in pipeline. Approximately 2 MWs short. If can’t find location/project, will finalize short, and adjust subscribers accordingly. SB 6 had a chilling effect on market for Renewable Energy Credits (RECS).(Brewster owns 6.61%. AMP Solar Phase 2 is up to 80 megawatts (MW) or more of new solar electric generation facilities.)

 

• Potential Transmission Project. Following the AMP meetings, I had a separate meeting with representatives from AMP regarding a proposed Village Transmission Project. Council discussed this last meeting. The Village will need to solicit proposals to move forward with this potential transaction/project. Based on what we know at this point, the request for proposals will need to include (at a minimum) the following:
• Sale of the Village’s transmission line from First Energy’s Harmon Substation to the Village’s Substation, at a minimum price of our investment cost less depreciation.
• Sale of the 69kV switches and assets at the substation, again at a minimum price of our investment cost less depreciation. (As some of these assets are going to be constructed/installed between now and May 2020, we may have to phase the transaction).
• Requirement that within a reasonable period of time (i.e. 3 years) that the purchaser construct a diverse second feed to our substation (i.e. from feed to west, east, or south that does not directly interconnect with our Harmon feed from First Energy)
• The ability to repurchase the transmission line(s) and other 69kV assets in the event that the purchaser fails to construct the second diverse feed and/or the purchaser divests itself of the transmission line(s) and other 69kV assets for any reason (first option to purchase) at the price paid (and documented cost of construction of the second diverse feed, less depreciation)
• An option for maintenance to be done on the transmission line(s) and other 69kV assets by the Village of Brewster.
• That the purchaser of our transmission line and 69kV assets files to recover all its costs, including the construction costs for the second diverse feed) either through FE’s and/or AEP’s zonal transmission rates (PJM) and not directly assign any of said costs to Brewster.
• That the Village MAY enter into negotiations with the lowest and best proposer.
• Even if it enters into negotiations the Village MAY STILL determine to withdraw if the Village feels it is in the best interests of the Village to do so.

Some of the advantages of the proposed Village Transmission Project are:

• to allow for and have constructed a diverse second feed to our substation (i.e. from feed to west, east, or south that does not directly interconnect with our Harmon feed from First Energy) to provide redundancy.
• to have a diverse second feed to our substation without the Village having to pay the cost with Village funds (considerable savings).
• to return a considerable sum to the Electric Department, allowing rate stabilization and/or even rate reduction.

We can discuss this in more detail as the ordinance providing the authority to solicit proposals proceeds through Council. However, to be able to discuss the details thoroughly, I feel that having the actual Request for Proposals (RFP) prepared in order for Council to have absolute clarity about what terms we have (or need to add/change) in our RFP before Council votes to advertise is vital to being able to make an informed decision. I have solicited a cost of $5,000 from Courtney & Associates, who have indicated that they can have an RFP completed for Council’s October 21^st Meeting. Based on the discussion at the October 7^th Council Meeting, I will engage Courtney & Associates to prepare an RFP.

• Public Power Week. October 6^th began Public Power Week (#PublicPowerWeek). Public Power Week is an annual national event coordinated by the American Public Power Association in Washington, D.C. The American Public Power Association is the voice of not-for-profit, community-owned utilities that power 2,000 towns and cities nationwide. The Association represents public power before the federal government to protect the interests of the more than 49 million people that public power utilities serve, and the 93,000 people they employ. Brewster Electric is one of those 2,000 not-for-profit, community-owned utilities that provide reliable, affordable electricity.

 

• CDBG Application - Jefferson Ave Sanitary Sewer Main Replacement Project. I continue to assemble the information required for the application for a CDBG Grant for the Jefferson Ave Sanitary Sewer Main Replacement Project. Our request will be for $441,959 in CDBG funding. Our match will be the engineering we have already encumbered/spent ($74,805) plus construction oversight and advertising ($26,840). The deadline for submitting an application is November 1st, 2019 at Noon. I will continue to keep Council informed on the Village’s progress towards applying for a CDBG Grant for the Jefferson Ave Sanitary Sewer Main Replacement Project.

 

• Safe Routes To Schools. I met with ODOT regarding our Safe Routes To Schools Grant on September 19^th. We had two (2) choices on how to proceed with engineering and had to choose before October 1^st. The first was to use ODOT’s engineering firm off of their task list, Burgess and Niple, and negotiate a price. The second was for Brewster to choose an engineering firm and negotiate a price. We have the ability (for a short time) to change our mind).  Because Thrasher is familiar with the project (SRTS Plan and SRTS Application for funding –successful) I communicated that our choice was to choose our engineering firm. We have developed a scope of services. We are currently negotiating a price, which I will bring back to Council. 

1. Village Planning Commission – September 19^th Meeting

• On August 5, 2019 Village Council requested that the Planning Commission recommend a Zoning District appropriate for a newly annexed 13.7 acres parcel (#10010433/Solar Field) into Brewster
• On September 19^th the PC reviewed the request and has provided a recommendation

(Council has a hard copy of the PC September 19^th Meeting Minutes in tonight’s packet)

• Planning Commission voted to recommend to Brewster Village Council that parcel #10010433 be designated as an Agricultural Zoning District
• Now upon the receipt of the Planning Commission’s recommendation Village Council is required to do the following:

1. Set a time for a public hearing. Council shall give a minimum of 30 days’ notice of the time and place of the hearing in a newspaper of general circulation in the municipal corporation      
2. Have an ordinance prepared which reflects the recommendation of the Planning Commission

                    (A Legal Ad will be placed in the Independent to provide notification of the Hearing)

 

 

Planning Commission will meet on October 17, 2019 to continue their review of the Village Zoning Code.

2.            Solar Field Dedication – October 8^th at 1 pm – Some Solar Facts:

• The amount of solar that was received by the Village from 01/01 to 10/01 = 2.154 Gigawatts
• The amount of electricity used by Brewster customers from 01/01 to 10/01 = 38.465 Gigawatts
• Solar provides 5.6% of the total village load.   Remember that the sun doesn’t shine 24 hours/day
• The primary reason for the solar field is to help with Peak Shaving, the 1CP and 5CP factors
• 1 CP = Brewster’s load at the time of First Energy Zone’s peak hour for the year; It is used to set Transmission Billing from First Energy for a full year; 2019 1 CP was set in the Summer of 2018
• 5 CP = Brewster’s load at time of PJM’s 5 highest hours from the previous year’s summer and is reflected on Brewster’s Capacity Billing from PJM*
• The 1 CP and 5 CP factors impact the cost of electric power sold to Brewster on every bill
• In most years the Peak coincides with the days that the solar field is at maximum production on hot, sunny Summer days

[*PJM Interconnection coordinates the movement of electricity through all or parts of Delaware, Illinois, Indiana, Kentucky, Maryland, Michigan, New Jersey, North Carolina, Ohio, Pennsylvania, Tennessee, Virginia, West Virginia and the District of Columbia.]

 

3.            VA has been asked to Explore the Installation of Electric Vehicle Charging Station in

• $ 11 million in Grant Funding via a Volkswagen settlement is available thru Ohio Department of Administrative Services; AMP is also working on a similar program
• Working w/Electric Supt. Swan to select a potential site to propose in possible grant application

4.            Income Tax Increase Notifications

• Letters will be mailed to Village businesses this week notifying them of the January 1, 2020 0.5% increase in the Brewster municipal income tax.
• Where appropriate copies will be sent to both the business’s President and CFO

5.            FEMA Self Contained Breathing Apparatus Grant (SCBA) for Brewster FD

• Legislation that had a First Reading tonight:

First Reading - Authorize the Adoption of a Purchases Utilizing Federal Funds

Policy

                                First Reading - Authorize the Adoption of a Federal Grant Record Retention Policy

                                First Reading - Authorize the Adoption of an Equipment Management Policy

 

• The Village’s Grant writer advises that Brewster is required to have these three policies in place to accept the Assistance to Firefighters Grant from FEMA for the purchase of the SCBA units by the Village for Brewster Fire Department personnel.

                FEMA Grant                        = $ 135,233.23

                Village 5% share                = $     6,761.67                  TOTAL   = $ 141,995.00 for 20 SCBA units

 

 

6. Fire Building Expansion Project

• Chief Colucy, the VA, and Mayor met with Harris Day Architect Bill Griffith on Thursday 10/03 to finalize the floorplan of the proposed addition to the Fire Building
• The contract with Harris Day has been signed per Council direction
• Bill has provided architectural drawings and after a couple of minor tweaks the drawings will be ready for presentation to Council for their review, consideration, and approval
• I would like to express my appreciation to Chief Colucy and VA Miller for their work on this phase of this project.

 

7.            69kV Transmission Line Legislation

• Legislation was introduced for a First Reading this evening to prepare for receiving proposals for the sale of the Brewster Electric Utility’s 69kV electric transmission line that connects the Village electric distribution system (at South Substation) to First Energy’s Harmon Substation on Elton Road
• If this sale was to proceed as currently structured this Sale should prove to be beneficial for the customers of this Brewster utility

8.            Coyotes

• There have been reports (and pictures) of the presence of coyotes in areas of the Village adjacent to open and wooded terrain
• Village Hall and the Police Chief are exploring measures to monitor and manage the coyotes

9.            ODOT District 4 and Underpass:

• At the 09/18 ODOT 4 pre-construction meeting the ODOR official chairing the meeting advised that repairs at the Underpass is ODOT 4’s responsibility
• ODOT 4 was asked to review the possible storm drain issue that has buckled the curbing and sidewalk on the NE corner of the Underpass adjacent to the northbound lane (pictures)
• When contacted the ODOT 4 official advised that an evaluation will be provided by the end of October

1.          Sergeant Vernon Judd

• Korean War Army Sergeant Vernon Judd, a member of Company D, 89th Medium Tank Battalion 25th Infantry Division was declared missing in action in November of 1950 after being captured in North Korea. He was 22 years old
• In February of 1954 the Army notified Sergeant Judd’s parents that based on accounts from fellow prisoners the Army believed he had died in a North Korea prison
• The remains of Sergeant Judd were recovered in North Korea and were flown to Cleveland Hopkins Airport and arrived on Sunday morning, September 23rd. The Judd family and several Veterans groups participated in a plane-side honors ceremony at Hopkins and then accompanied Sergeant Judd by motorcade to Spidell Funeral Home in Brewster
• Family and public Visitation was held on that Monday from 6 pm to 8 pm at Spidell Funeral Home
• On Tuesday Funeral services were conducted at 11 a.m. at Spidell Funeral Home with the Rev. William Andrick officiating. From Spidell’s a funeral procession traveled west on Chestnut, then on Muffly past Sergeant Judd’s boyhood home to Elton Street, and then made its way to the Ohio Western Reserve National Cemetery in Seville, Ohio where burial services with full military honors were conducted at the Cemetery there with a flyover with Korean-era aircraft and a battlefield cross ceremony.  Veterans groups participated in the funeral procession and at the Cemetery and numerous flags and many people including school children lined the travel route to witness the procession and to honor Sergeant Judd.
• It was an honor for our community to recognize this fallen warrior that gave the ultimate for his country and for our community.

• Opened in 1979 by Jack McCool, John Viront, and John Mercer
• In 2015 JMV merged with Mercer Financial Group
• Jack McCool retired several years ago, and John Viront retired recently
• On November 1, 2019 JMV Insurance will close the Brewster Office
• Abby Garber is retiring, and Ellen Everett will move to the Mercer Financial Group Office at 4910 Erie Avenue in Navarre          

2.          Legislation being researched:

 

• By Village Clerk and Solicitor: legislation to utilize HB 291 by substituting insurance coverage for surety bonds where such bonds are currently required for municipal officials and employees
• Restrictions on the placement and duration of dumpsters in residential and commercial areas
• Managing vacant structures (responsibility, utilities, security, contents, property, and so forth)
• Any other topics that members of Council would desire

3. Stark County Board of Elections for November 2019 Elections:

 

• Consolidated the North and South Brewster Polling sites into One Polling Site
• Located at the Gathering Place Community Church at 475 Wabash Avenue S.

October 7, 2019:

Fire Pay for 09/15/2019-09/28/2019 = $ 3,493.10.

 

We received a rebate check in the amount of $21,138.48 as part of the BWC’s 1.5 billion back program.  This is 88% of our 2017 premium.

 

I attended the Ohio Association of Public Treasurers 2019 Annual Conference last week.  This year, the main focus was on fraud protection and positioning your investments in a decreasing interest environment.  We also focused on compliance from an Auditor’s standpoint.

 

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. 09/16 Council of the Whole Meeting Minutes – Fire/EMS Planning

2. 09/16 Council of the Whole Meeting Minutes - Proposed AMP Partners Electric Project

3. Council Member Godwin reported on the Parks, Grounds, & Buildings Committee met this

    Evening and discussed plans for next year

4. 10/21 Committee Meetings - Council of the Whole: Donations at 6 pm

      (Changed later in meeting) -Parks, Grounds, & Buildings Committee at 6:30 pm

5. Council Member Chuck Hawk reported that he spoke to Sugarcreek Township Trustees about

    Welty Cemetery and is waiting for their response

 

COUNCIL MEMBER RADICH MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried that Council go into Executive Session for the purpose of considering compensation of an employee of the Village of Brewster at 8:32 pm.  The vote: All yes.

 

All Council except Council Member Hilliard, the Solicitor Anthony, Clerk-Treasurer Kris King, Mayor Schwab, and Village Administrator Mike Miller left the room.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER FOX and motion carried to exit Executive Session at 8:55 pm.  The vote: All yes.

 

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Fairless Food Cupboard 2019 Toy Distribution Donation Request Form (from 09/16/2019)

 

Welty Cemetery Proposal from Welty Cemetery Board: Council has met w/Welty Reps; a Council of the Whole was held on 09/03 to discuss the proposal; Council has requested an outline of how the Cemetery would be operated by the Village if the proposal is accepted.

 

OLD or NEW BUSINESS: (Council Rules dictate a one meeting review period for expenditures, unless deemed an emergency)            

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to purchase cameras positioned near the concession stand and for the western most pavilion near the basketball court and new exercise area at a cost of $11,810 from the Parks and Grounds Fund.  The vote: All yes.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to construct compressed limestone sidewalks on West 7^th Street for $12,248 by McBurney Concrete from the Capital Projects Fund.  The vote: All yes.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to approve the Fire Department pay of $3,493.10 from the Fire Equipment Fund.  The vote: All yes.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN to replace the October 21^st Parks and Grounds meeting with a Council of the Whole meeting to discuss the Fire Station expansion.  It was decided that the Fire Station expansion was covered in a previous Parks, Grounds, and Buildings committee meeting, and the motion was withdrawn by Council Member Hilliard

 

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to move the Council of the Whole meeting on October 21^st to discuss a donation policy from 6:00 pm to 6:30 pm.  The vote: All yes.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to schedule a Public Hearing for the proposed designation of a zoning district for Parcel #10010433 as an Agricultural District on November 18^th at 6:45 pm.  The vote: All yes.

 

COUNCIL MEMBER HILLIARD MOVED, SECONDED BY COUNCIL MEMBER GODWIN and motion carried to prepare the appropriate legislation that reflects the recommendation of the Planning Commission to designate Parcel #10010433 as an Agricultural Zoning District.  The vote: All yes.

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER HAWK and motion carried to create legislation to amend Section 4.11 Work-Related Injury Leave and Benefits to read “the length of the Work Related Injury Leave and Benefits may be extended beyond four hundred eighty (480) hours per independent injury upon showing of good cause by the administration and approval by Council” and declaring it an emergency.  The vote: Fox, yes; Godwin, yes; Hawk, yes; Hess, yes; Hilliard, abstain; Radich, yes.

 

ORDINANCE 76-2019:  An Ordinance Amending Ordinance 14-2018 to Allow for the extension of Work-Related Injury Leave and Benefits and Declaring an Emergency was given first reading.  The reason for emergency is to meet a specific timeline.

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to suspend the rule requiring three separate readings and bring the legislation forward for passage.  The vote: Fox, yes; Godwin, yes; Hawk, yes; Hess, yes; Hilliard, abstain; Radich, yes.

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to approve the legislation as read.  The vote: Fox, yes; Godwin, yes; Hawk, yes; Hess, yes; Hilliard, abstain; Radich, yes.

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER HESS and motion carried to approve the Village Administrator’s request to extend the Work-Related Injury Leave for up to another 480 hours.  The vote: Fox, yes; Godwin, yes; Hawk, yes; Hess, yes; Hilliard, abstain; Radich, yes.

 

COUNCIL MEMBER GODWIN MOVED, SECONDED BY COUNCIL MEMBER HILLIARD and motion carried to approve the Mayor and Fire Chief’s recommendation to appoint Riley Smith as a probationary Firefighter pending a drug screen, background check, and physical.  The vote: All yes.

 

Council Member Godwin stated a former resident was very impressed with the Frisbee Golf Course and the signs with the Railroad themes.

 

 

COUNCIL MEMBER FOX MOVED, SECONDED BY COUNCIL MEMBER RADICH and motion carried to adjourn the meeting at 9:13 PM. The vote: All yes.

 

Respectfully submitted,

 

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Kris King, Clerk-Treasurer

 

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Mike Schwab, Mayor