VILLAGE OF GRANVILLE COUNCIL MINUTES December 4, 2002
CALL TO ORDER (by Mayor McGowan at 7:32 pm)
PLEDGE OF ALLEGIANCE
ROLL CALL Those responding to the roll call were Mayor McGowan, Vice Mayor Moore, Councilmembers Hartfield, Robertson, Bellman, and Main; Manager Hickman. Sitting in for Law Director Crites was Attorney Jim Gorry.
Councilmember Bellman moved to excuse Councilmember Crais. Unanimously seconded.
APPROVAL OF AGENDA (7:33 pm) Councilmember Robertson moved to approve the agenda as printed, seconded by Councilmember Bellman. Motion carried.
CITIZENS’ COMMENTS (7:33pm) Hearing none, Mayor McGowan closed citizens’ comments at 7:33pm.
PUBLIC HEARING Ordinance No. 20-02, An Ordinance To Approve The Development Plan For The Medical Office At 1179 Cherry Valley Road, Granville, Ohio, With Conditions. No one appeared to speak for or against Ordinance No. 20-02.
Ordinance No. 21-02, An Ordinance To Amend Ordinance No. 39-01 Providing For Adjustments Of The Annual Budget For The Fiscal Year 2002 And Revising Sums For Operating Expenses. No one appeared to speak for or against Ordinance No. 21-02.
Ordinance No. 22-02, An Ordinance To Approve The Conveyance Of Approximately 16.12 Acres Of Land To The Trustees Of Granville Township. Skip Keyes, a resident of Erinwood requested clarification regarding acreage listed in Ordinance 22-02 (16.12 acres) and a subsequent Memo of Understanding (19.8 acres). Vice Mayor Moore explained that a review estimated the value of the (polo) field at $860,000 ($26,674.94 per acre). Therefore, half of that value, or $430,000 (green space funds offered by the Township), calculates to 16.12 acres to be conveyed, instead of the estimated 19.8 acres as previously stated in the Memo of Understanding. An addendum is attached to this Ordinance that clarifies the difference.
Ordinance No. 23-02, An Ordinance To Amend Ordinance No. 39-01, Providing For Adjustments Of The Annual Budget For The Fiscal Year 2002 And Revising Sums For Operating Expenses No one appeared to speak for or against Ordinance No. 23-02.
Mayor McGowan closed the public hearing at 7:39 pm. NEW BUSINESS (7:40pm) 2003 Budget – Staff Presentation Manager Hickman began by introducing staff members who were present; Finance Director Molly Roberts, Service Director Mark Zarbaugh, Village Planner Seth Dorman, and Chief of Police Steve Cartnal. A PowerPoint presentation followed highlighting a few noteworthy appropriations.
A1-1-A Police – Chief Cartnal noted that vehicles used in this type of activity become high maintenance after approximately 70,000 miles. Rotation of these cruisers produces a need for annual replacement.
A1-1-C Street Lighting – This is the sixth and final year of the street light replacement program. Funds are being made available within this budget for additional Esplanade replacements, and post lights at Cherry Valley Road. Manager Hickman noted that the power poles currently lining the west side of Cherry Valley Road (Westgate Drive area) will be changed to post lights with underground electric. This project will cost the Village approximately $20,000. Mr. Hickman noted that making this improvement during road construction is the perfect opportunity. He is working with AEP, Alltel and Adelphia to accomplish details for running cables/wires underground. At this time the pole on the east side of CVR at Westgate will remain in its current location. If bids reflect a smaller figure than expected Mr. Hickman will consider running the lines underground for the eastside pole also. Councilmember Bellman asked how to respond to residents who may feel this type of service should have been done in the area of South Main Street during 2001 construction. Manager Hickman noted that to accomplish this type of project on South Main Street would have been an expense for the Village of $200,000. However, on Cherry Valley Road the construction project requires widening of the road, which will use of the entire right- of-way. Therefore, AEP is required to move the poles and incur most of the cost for this type of project (with the exception of $20,000).
A1-4-F Community Service (Contractual Services) Contractor Services – The Village’s experience with outside contracting for mowing, mulching, weeding, etc. has proven effective so far. It was noted that this fund includes projected maintenance costs related to the Bryn Du property. . Mr. Hickman also noted that a $600 contribution donated by the BluesFest will be used for Downtown Beautification. (Capital Outlay) Memorial Benches - The new memorial bench replacements have been received well. There have been so many requests for additional benches that we may be running out of areas to install them. Councilmember Robertson suggested that the Manager look into possibly extending the bench seating areas further west on Broadway and suggested the Manager solicit space in preparation for future placement. A1-6-A Street Construction – Several photos of before and after 2002 street construction projects were shown. Manager Hickman noted that the Village has the funds to do an additional capital improvement in 2003 and asked for Council’s consideration of improvements to Burg Street or Fern Hill. Pinehurst Drive – Even though the Village got a late start on this project in 2002, residents have been pleased with the progress. Mr. Hickman noted that cold patching would be done yet this year with bidding and final completion of the project in 2003. Service Director Zarbaugh explained that the road started with a poor sub- base, required rehabilitation. He stated that 60-70% of the concrete will be replaced while some of the flatter areas, which are holding together well, will not require replacement for several more years. Mr. Hickman noted that the residents understood and are satisfied with this arrangement. Burg Street –This area comes to attention as Denison plans street improvements and modifications for the rear entrance to the University at Burg Street. They hope to re-route that road to eliminate the ingress/egress near Shepard Place and move it directly across from Thresher Street. Consideration should be given to improvements at Burg Street during Denison’s improvements. Improvements would include possibly widening the street (currently 18ft wide - to possibly 20ft wide), replacement of brick (elevation problems, deteriorating brick, etc.), re-doing curbs, and storm sewer improvements (adding catch basins). Several years go Service Director Mark Zarbaugh conducted a survey of residents in the area whereby consensus appeared to be mixed. Many neighbors do not want the street widened due to speeding concerns and additional traffic. Manager Hickman recommended that if Council wasn’t ready to improve/widen Burg Street at this time, possibly waiting a few more years would be the appropriate action. Although improvements are needed the road is currently passable and dependable. Fern Hill – This Street is deteriorating quickly and if not improved this year should definitely be considered in 2004.
A1-7-E Lands & Buildings (Capital Outlay) - $150,000 has been appropriated for improvements to Bryn Du mansion. Although nothing specifically is suggested, these funds will be available should a direction from Council for improvements be considered.
A1-7-F Boards & Commissions - Village Planner Seth Dorman explained that the GIS plotter, originally budgeted for 2002, was not purchased as intended. Instead, office equipment such as a desk, computer, and software were purchased as part of a 4-5 year program. The plotter will be an important addition as the Zoning Department begins to produce maps such as parcel maps and zoning district maps. Manager Hickman noted that the GIS plotter program will also be used by the Utilities and Service Departments while working with storm sewer planning, etc.
A2-7-E Municipal Building Fund – These funds are intended to be used for improvements to the Village Offices, as recommended by Downtown Beautification and staff. Suggestions that have been given are; changes to the front entrance including installing a wooden door with side lights and wood trim, and possibly new windows. New railing installation is also being considered, and fence style railing for the rooftop to hid mechanicals. Councilmember Bellman suggested consideration be given to fence and railing colors possibly matching poles, benches, etc. for consistency throughout the downtown. Mr. Bellman also suggested installing wooden grates as a cost effective way of changing the look of the front windows, instead of replacements. C3 Sewer Replacement & Improvement Fund Bryn Du Generator - Manager Hickman noted a lift station on Newark-Granville Road is in need of a generator. An outbuilding type structure, similar to architecture of the existing home, will be built to conceal the generator. Cedar Street Lift Station – This is one of the older stations with a relatively small capacity. This lift station is also in need of a generator. Samson Place Rehab – Sanitary sewer improvements are needed in this area. This is the first phase of improvements to follow for the Chapin/Samson Place area.
E91 Water Capital Improvements Burg Street Generator – Currently Denison University is making improvements to the campus water system. This generator improvement was originally scheduled as part of the 2002 Budget, however the University’s improvements haven’t met their design criteria and therefore the funds weren’t used in 2002. This booster station services not only the campus but Burg Street, Thornwood, the Middle/High School, and Alexandria as well.
F1 Park Maintenance – Although funds have been set aside there are no current plans for improvements to Wildwood or Sugar Loaf. Service Director Mark Zarbaugh noted that the Lewis Park Committee is requesting renovations to the red barn at the park. He said pricing for improvements are being reviewed, which will include electric to the park.
F2 Equipment Reserve – The Service Department is currently operating with only one leaf machine. As a Tree City USA community another machine is necessary to keep up with the increased volume of leaves. Research shows that leasing a machine is not cost effective.
A1-7-B Legislative - Manager Hickman noted that GBPA has requested the Village participate in marketing promotions for downtown.
Discussion: Councilmember Robertson made an inquiry regarding the procedure for considering which streets will receive improvements. She specifically referred to East Maple Street which she feels is in need of improvements. Service Director Zarbaugh said he operates from a five year capital improvement plan, of which East Maple Street is ranked very low on the list at this time. He stated that once a street is improved, other streets in surrounding areas are usually reviewed and improved to give continuity. The Manager and Service Director will again review East Maple Street for improvement needs.
Councilmember Main inquired as to the adequacy of available funds in the 2003 Budget for future imminent lawsuits. Manager Hickman feels that the A1-7-K Law Fund provides an adequate preliminary figure of $25,000 for Professional Services of this type. It was noted that these funds could be quickly diminished, at which time additional funds will be appropriated if necessary.
Resolution No. 02-45, A Resolution To Establish The Time And Place Of A Public Hearing For The 2003 Municipal Budget As Proposed By The Village Manager was introduced by Councilmember Hartfield; second by Councilmember Main. Discussion: Mayor McGowan scheduled a public hearing on the 2003 Budget for December 18, 2002.
Motion to adopt carried (6-0). Resolution No. 02- 45 is adopted
Resolution No. 02-46, To Award The Bid For The Purchase Of Water Treatment Chemicals. Introduced by Councilmember Hartfield; second by Councilmember Main.
Motion to adopt carried (6-0). Resolution No. 02- 46 is adopted.
Resolution No. 02-47, A Resolution Authorizing The Village Manager To Enter Into A Joint Partnership Agreement With Licking County Communities And Townships For Storm Water Management. Introduced by Councilmember Main. Second by Vice Mayor Moore.
Discussion: Service Director Zarbaugh advised that the Clean Water Act requires that all communities must create a Storm Water Management Plan. The letter of intent to comply must be submitted by March 10, 2003 with a five year implementation period. Licking County Commissions have suggested the best way to accomplish this requirement is to create a joint plan with surrounding communities. A participation fee of $3,000 is required.
Motion to adopt carried (6-0). Resolution No. 02- 47 is adopted.
Ordinance No. 25-02, An Ordinance To Make Appropriations For Current Expenses And Other Expenditures Of The Village Of Granville, State Of Ohio, During The Fiscal Year Ending December 31, 2003 was introduced by Councilmember Hartfield; second by Councilmember Robertson.
Mayor McGowan set a public hearing date of December 18, 2002 for Ordinance No. 25-02. Ordinance No. 26-02, An Ordinance Providing For The Issuance Of $1,500,000 Of Notes By The Village Of Granville, Ohio, In Anticipation Of The Issuance Of Bonds For The Purpose Of Paying Part Of The Cost Of Acquiring Real Property And Buildings For Village Purposes, And Declaring An Emergency was introduced by Vice Mayor Moore. Second by Councilmember Hartfield
Discussion: Vice Mayor Moore confirmed with Finance Director that the interest rate was 1.95% for one year Bond Anticipation Note issued by National City Bank..
Vice Mayor Moore Moore read in full and made a motion to adopt the emergency clause. Second by Councilmember Hartfield. Roll call vote on Emergency Clause: Main, Robertson, McGowan, Hartfield, Moore, Bellman (6-0). Emergency Clause for Ordinance No. 26-02 is adopted.
Roll call vote: Hartfield, Main, Moore, McGowan, Bellman, Robertson (6-0) Ordinance No. 26-02 is adopted.
OLD BUSINESS (8:20pm) Ordinance No. 20-02, An Ordinance To Approve The Development Plan For The Medical Office At 1179 Cherry Valley Road, Granville, Ohio, With Conditions was reintroduced by Vice Mayor Moore. Second by Councilmember Hartfield. Discussion: Councilmember Bellman noted that he and the applicant knew each other on a social basis. Council agreed there would be no conflict of interest with Mr. Bellman’s participation.
Roll call vote: Robertson, Main, Bellman, Hartfield, Moore, McGowan (6-0) Ordinance No. 20-02 is adopted.
Ordinance No. 21-02, An Ordinance To Amend Ordinance No. 39-01 Providing For Adjustments Of The Annual Budget For The Fiscal Year 2002 And Revising Sums For Operating Expenses was reintroduced by Councilmember Hartfield. Second by Councilmember Bellman. Discussion: None.
Roll call vote: Moore, Hartfield, Robertson, Main, McGowan, Bellman (6-0) Ordinance No. 21-02 is adopted.
Ordinance No. 22-02, An Ordinance To Approve The Conveyance Of Approximately 16.12 Acres Of Land To The Trustees Of Granville Township was reintroduced by Vice Mayor Moore. Second by Councilmember Hartfield. Discussion: Vice Mayor Moore made a friendly amendment to Section 2 adding the language “as amended” referencing the addendum to the Memorandum of Understanding. She noted that this allows for a flexible arrangement with the Township as provided in the Real Property Exchange Agreement. Councilmember Bellman would like to see language in the Ordinance which would restrict the Township of using this property only for green space. A discussion ensued as to whether the Green Space Agreement allows for property to be sold (possibly to a developer) as long as funds were returned to the Green Space Fund. Council conceded that language should be included in Section 2 as follows: “as permanent green space subject to the Real Property Exchange Agreement,” also a friendly amendment.
Roll call vote: McGowan, Main, Robertson, Bellman, Hartfield, Vice Mayor Moore, (6-0) Ordinance No. 22-02 is adopted.
It was suggested that the Village Manager and Law Director review of copy of the Green Space Agreement specifically addressing the issue of re-sale and use thereof of green space. Council also agreed that the Village Manager is authorized to sign the Real Property Exchange Agreement as referenced (“other documents”) in Section 4 of Ordinance No. 22-02.
Ordinance No. 23-02, An Ordinance To Amend Ordinance No. 39-01, Providing For Adjustments Of The Annual Budget For The Fiscal Year 2002 And Revising Sums For Operating Expenses was reintroduced by Councilmember Hartfield. Second by Robertson
Roll call vote: Robertson, Main, Moore, McGowan, Bellman, Hartfield. (6-0) Ordinance No. 23-02 is adopted. Vice Mayor Moore was excused at 8:50pm.
REVIEW OF MINUTES (8:51pm) Regularly Scheduled Meeting of November 20, 2002. Council unanimously moved to accept the minutes as amended. Motion carried, 6-0.
COMMITTEE REPORTS Economic Development Committee (Crais, Moore, Robertson) No report. Finance Liaison (Moore) No report.
Granville Foundation (Main) No report.
JEDD (Bellman, Crais) No report.
Newark/Granville Committee (Bellman, Main) No report.
Personnel (Hartfield, McGowan, Robertson) No report.
Planning Commission (Main) No report.
Recreation Commission (McGowan) No report.
Senior Citizen Committee (Moore, Robertson) No report.
Street Light Committee (McGowan) No report.
Streets/Sidewalks/Utilities Committee (Bellman, Hartfield, McGowan) Councilmember Bellman reported that the Committee met last week to discuss access roads on Cherry Valley Road at Wendy’s and Westgate. Village Engineer Jerry Turner advised that an access road would be required at some point with preference of eliminating a left turn into Wendy’s. There were representatives from Wendy’s, Licking Memorial Hospital and Westgate Family Practice also in attendance at the meeting. The Westgate representative expressed a desire to have a connector on the east side of Cherry Valley Road that would offer vehicles on Westgate a different access. Manager Hickman noted that intersection improvements (of CVR) extending to Galway will proceed with bids scheduled to come in on December 9th. The connector road project is still pending.
Tree & Landscape Committee (Moore) No report.
Union Cemetery Board (Main) Councilmember Main reported that the Board discussed last year’s accomplishments and the completed restoration project at the Old Colony Cemetery. They also discussed future projects and the idea that at some point the cemetery will become a historic park.
OTHER COUNCIL MATTERS (9pm) Senior Committee Goals – Councilmember Robertson shared with Council a list of Senior Committee goals. She noted that the Committee would like guidance from Council as to where it stood on some of the issues. For example, the Village has supported rent for the Sinnett House for a number of years. Would this Council be willing to participate in finding a solution to meet the needs of the Sinnett House Fellowship group should the current facility no longer be available. Following discussion, Ms. Robertson will report to the Senior Committee that this Council, 1) is willing to entertain the possibility of using a facility at Bryn Du for a Senior Center that could include a meeting place for the fellowship group, senior daycare, and other help functions for seniors, and 2) will continue funding the fellowship in terms of a place to meet, to include the entertaining the idea of relocation, if needed.
Planning Commission/BZBA – Council advised that advertisement should begin right away as appointments will need to be made the second meeting of January (15th). Councilmember Main advised members of the Planning Commission to submit letters of interest for re- appointment.
January 1, 2003 – Council decided to cancel the regularly scheduled meeting of this date due to the holiday, and only call a special meeting prior to January 15th (next regularly scheduled meeting) should the need arise. Councilmember Hartfield inquired about the maintenance of the split rail fence at the bike path entrance on South Pearl. Manager Hickman will have the fence repaired. ADJOURNMENT At 9:26pm, Councilmember Bellman moved to adjourn the meeting. Councilmember Hartfield second. Motion carried, 6-0. Meeting adjourned.