VILLAGE OF GRANVILLE COUNCIL MINUTES December 17, 2003
CALL TO ORDER (by Mayor Robertson at 7:30 pm)
PLEDGE OF ALLEGIANCE
ROLL CALL Those responding to the roll call were Councilmembers Barsky, Hartfield, Herman, Main, O’Keefe, Vice Mayor Crais, and Mayor Robertson; and Manager Hickman; Law Director Crites.
APPROVAL OF AGENDA (7:31 pm) Vice Mayor Crais moved to amend the agenda. Attorney Drew McFarland had previously requested an appeal hearing in regards to Sign Application No. 03-144. The application was withdrawn, thus removing it from the agenda. Vice Mayor Crais also asked to have the following items discussed under ‘Other Council Matters:’ -MORPC meeting update -LCATS – River Road -Committee Assignments -Township use of Council Chambers -Annexation on River Road -Update of December 9 School Board meeting attended by Councilmember Hartfield -Office space for Councilmembers
Mayor Robertson made a motion to accept the agenda as amended, seconded by Councilmember Hartfield. Motion carried.
CITIZENS’ COMMENTS (7:36 pm) All topics – Trudy Knox, 123 East Elm Street, addressed Council in regards to the Pledge of Allegiance. Ms. Knox stated that she would like to see Council consider following what she referred to as “the former long standing agenda format that does not include the Pledge of Allegiance.” Council agreed to think about this matter and add it to a later agenda.
Mayor Robertson closed citizens’ comments at 7:37 pm.
PUBLIC HEARING Ordinance No. 26-03, 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, 2004.
No one appeared to speak for or against Ordinance No. 26-03.
Mayor Robertson closed the Public Hearing at 7:38 pm
NEW BUSINESS (7:38 pm) Resolution No. 03-57, To Award The Bid For The Purchase Of Water Treatment Chemicals was introduced by Vice Mayor Crais. Second by Councilmember O’Keefe.
Discussion: Councilmember Barsky asked if this Resolution would carry through 2004. Manager Hickman stated yes.
Motion carried. Resolution No. 03-57 is adopted.
Resolution No. 03-58, Reorganizing The Committee Organization Of Granville Village Council was introduced by Vice Mayor Crais Second by Councilmember Herman.
Discussion: After several proposed amendments by Council on sections II and III of Resolution 03-58, Councilmember O’Keefe suggested that Sections II and III be removed and made into a separate Resolution to be adopted at a later date. Vice Mayor Crais and Councilmember Barsky stated that they would work together on the new language and changes in Sections II and III and create a new Resolution to bring before Council.
Councilmember Main moved to amend Resolution No. 03-58 with the following friendly amendments. Second by Councilmember Herman.
Strike paragraph five on page one: “WHEREAS work with other entities (such as the Township Trustees and the Granville Board of Education) is important in formulating appropriate policies;”
Strike paragraph six on page one: “WHEREAS Council is committed to the widest inclusion of citizens in the civic life of Granville.”
Section I Number 1 and strike “d. Union Cemetery.”
Section I Number 2 Item a. Strike “each, with the exception of Union Cemetery which shall consist of a single members of Council”
Strike Sections II and III in its entirety.
Strike “IV” and insert “II.”
Motion carried. Resolution No. 03-58 is adopted.
Ordinance No. 27-03, An Ordinance To Revise The Codified Ordinances By Adopting Current Replacement Pages, And Declaring An Emergency was introduced by Councilmember Main. Second by Councilmember Hartfield.
Discussion: Councilmember Hartfield asked if this Ordinance was housecleaning. Law Director Crites stated that there have been comprehensive changes in the traffic codes since 1974. He also stated that there is a provision in the constitution that states the village cannot have laws that are inconsistent with those general state laws that been passed pursuant to the police power. Law Director Crites stated that a minor misdemeanor which is currently set at $100 maximum is now increased to $150, but it also allows for up to thirty hours of community service to be imposed. He stated that the traffic violation of “operating a motor vehicle while under the influence” has been changed to “operating a vehicle while under the influence.” This for example would now include a bicycle. The important thing is that these changes must take effect by January 1, 2004 and that is why it is being declared as an emergency.
Councilmember Herman asked if content or remedies/penalties were being amended. He stated, for example, if a junk vehicle is left on private property. Do these provisions allow for more restriction. Law Director Crites stated that the penalties themselves are not execution of police power and that is why charter cities such as Granville can actually have disorderly conduct instead of being a minor misdemeanor. He stated that these speak more on substance.
Councilmember Barsky asked if all changes would be included in packets at a later date. Manager Hickman stated yes.
Councilmember Herman moved to adopt Ordinance No. 27-03 with an emergency clause. Second by Councilmember Main. Roll call on emergency clause: Barsky, Herman, Hartfield, Main, O’Keefe, Crais, Robertson. (7-0)
Roll call: Herman, Hartfield, Main, O’Keefe, Barsky, Crais, Robertson (7-0)
Ordinance No. 27-03 is adopted.
OLD BUSINESS Ordinance No. 26-03, 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, 2004 was re-introduced by Councilmember Hartfield. Second by Councilmember Barsky.
Discussion: Councilmember Hartfield asked what the specific changes were. Molly Roberts, Finance Director for the Village, stated the following changes:
Page 11 – Capital Outlay – Trees – reduce from $20,000 to $10,500. Page 13 – Capital Outlay – Fern Hill - $180,000 increased to $200,000 Page 13 – Capital Outlay – West Elm - $195,000 increased to $210,000 Page 18 – Capital Outlay – Storm Ditch Sewer Improvement for Bryn Du Polo Field add $100,000 On Page 31 – Old Colony Cemetery – Ground Maintenance increase from $5,000 to $10,000. On Page 31 – Bryn Du BAN Interest – decrease payment from $25,000 to $20,000 due to new lower interest rate. On page 34 – Contractual Services – GIS Data Base - Item 234 – Arial Photo Updates – remove $30,000. Ms. Roberts stated that there was money available to pay for this in the 2003 budget.
Councilmember O’Keefe asked what ‘BAN’ stood for. Ms. Roberts stated “Bond Anticipation Note.”
Manager Hickman stated that this year’s Budget estimated $25,000 would be received from estate taxes, but actually $400,000 was received. He asked Council to approve taking $50,000 each from the Strategic Land Fund and Mansion Fund to use for the Bryn Du storm sewer drain. Ms. Roberts stated that all of the changes she stated were included in the budget, except for the storm sewer drains for Bryn Du.
Councilmember Herman stated that the General Revenue Fund balance appeared to be $400,000, and asked if a “rainy day fund” had ever been considered. Manager Hickman stated that in a sense the “rainy day fund” is set up as reserve funds for such things as roads and equipment. Councilmember Herman stated that he found the current budget to be difficult to understand and would like to address some issues that would allow him to more easily follow the budget. He went on to say that perhaps this would need to be done in the committee. Vice Mayor Crais stated that he too would like to further explore the idea of a “rainy day fund.” He stated that the revenues are clear in the budget, but it would be helpful to him to know how the expenses are tracked. He went on to ask if there were any special assessments. Ms. Roberts stated the Westgate Sewer and that these funds pay down notes.
Vice Mayor Crais stated that he would like to know Council’s thoughts on appropriating $5,000 from the Strategic Land Fund to an arts and culture initiative. Councilmember O’Keefe asked if reserve funds were being appropriated in the right place, especially when the village is facing such issues an annexation, the possible need to build roads, etc. Manager Hickman stated that there is not a good description of Strategic Land. Vice Mayor Crais added that committee’s definition could help defined the Strategic Land.
Vice Mayor Crais asked if $1,169,374 was the estimated carry over. Ms. Roberts stated yes.
Vice Mayor Crais encouraged the Economic, Finance, and Personnel Committee to discuss and further explore the proposed $5,000 appropriation for Arts and Culture from the Strategic Land Fund.
Councilmember Barsky moved to allocate $100,000 for the Bryn Du storm sewer drains at Bryn Du. Second by Vice Mayor Crais. Roll call: Barsky, Crais, Herman, Robertson, O’Keefe, Hartfield, Main (7-0)
Ordinance No. 26-03 is adopted.
REVIEW OF MINUTES Regularly Scheduled Meeting of November 19, 2003 Councilmember Main moved to accept the minutes as amended; seconded by Vice Mayor Crais. Motion carried, 7- 0.
Regularly Scheduled Meeting of December 3, 2003 Councilmember Main moved to accept the minutes as amended; seconded by Councilmember Hartfield. Motion carried, 7- 0.
MAYOR’S COURT REPORT – November The Mayor’s Court Report for the month of November was presented for review.
Discussion: Vice Mayor Crais inquired on an incident at the high school on November 6, 03. Manager Hickman stated that he believed it occurred on Burg Street, but he would get further information on it and get back to him.
Magistrate Appointment – Law Director Crites stated that John Berryhill is currently acting as Magistrate for the village until Mayor Robertson and Vice Mayor Crais have received the proper training to act as Magistrate. Mark Weaver was the previous Magistrate. Mayor Robertson stated that currently the Mayor or Vice Mayor hears the guilty pleas, while the Magistrate hears not guilty pleas once per month. She suggested keeping the current set-up and have a Magistrate come in, but wished for Council to express any thoughts or ideas they had. Council was in agreement to this. Mayor Robertson stated that she has confidence in Mr. Berryhill and would like to observe him conduct court in the near future. Manager Hickman stated that Dan Bellman was also contacted to see if he would be interested in being appointed Magistrate. He stated that he is not interested at this time, but may be in the future. Councilmember Main asked if the Magistrate cost would increase. Manager Hickman stated that it would raise from the fifty dollar range to the one-hundred dollar range, which was budgeted for. Mayor Robertson stated that she was not made aware of this increase until that moment. She asked if the amount was a flat fee or by the hour. Manager Hickman stated that it is a flat fee and they have previously paid up to two-hundred dollars for various Magistrates to come in. Law Director Crites added that neighboring communities currently pay in the three-hundred to five-hundred dollar range. Councilmember Main stated that he believes having a Magistrate come in is a good idea. He also said that he is not opposed to having the Mayor make this appointment.
Vice Mayor Crais moved to accept the report; second by Councilmember O’Keefe. Motion carried, 7- 0
Mayor Robertson instructed the report be filed with the Clerk. A copy of said report is included as part of these Minutes.
MANAGER’S REPORT – November The Manager’s Report for the month of November was presented for review. Discussion: Councilmember Barsky asked for clarification on the Financial Report of the Budget. She asked if the totals were computed monthly. Manager Hickman stated yes. Councilmember Barsky went on to say that she was having some difficulties understanding the financials and perhaps this needed to be further addressed in committees. Manager Hickman stated that some monies are encumbered funds but not yet appropriated to spend. He added that the Manager’s Report is actual funds. Manager Hickman stated that funds are shown as unencumbered until a Requisition is made to then encumber the funds.
Councilmember Herman stated that the Income Tax Revenue Sheet was difficult to interpret and that he sees it to be very valuable to see how monies are being spent from this year compared to the previous year. Manager Hickman agreed the report can be difficult to interpret especially because monthly receipts can vary so much. Mayor Robertson asked if Councilmember Herman was suggesting that the appropriate committee look at the data and change the display. Council agreed that this should be addressed by the Economic, Finance, and Personnel Committee.
Councilmember Barsky asked if any longitudinal studies have been done. Manager Hickman stated that the Chief does an annual report with a great deal of data. He stated that he would provide a copy of this for each member of Council. Vice Mayor Crais stated that this information should go to the appropriate committee to review and study.
Council moved to send a copy of the Chief’s annual report go to the Economic, Finance, and Personnel Committee. Second by Councilmember Barsky.
Councilmember Hartfield moved to accept the report; seconded by Vice Mayor Crais. Motion carried 7-0.
Mayor Robertson instructed the report be filed with the Clerk. A copy of said report is included as part of these Minutes.
COMMITTEE REPORTS Mayor Robertson stated that there were no reports because the new committees have not yet met.
OTHER COUNCIL MATTERS
Council Committee Room – Manager Hickman stated that he intends to set up a room next to his office on the second floor where committee Council members can work. He hopes to have a computer available as well. He stated that if people would need to enter after hours, they may need to use the police station entrance. Mayor Robertson added that an entrance would need to be available since the committee meetings are open to the public.
Committee Meeting Minutes Template – Councilmember Herman stated that a template in each packet was a basic example that could be made available on a computer in the new council office for committee meeting minutes.
Township use of Council Chambers – It was decided by Council to extend an invitation to the Township officials on the use of the Council Chambers for their meetings. Mayor Robertson stated that she would contact them in regards to this matter. The Township Trustees meet on the off Wednesday’s that Council meets. Council agreed that perhaps meeting in the Council Chamber would encourage more citizen participation. Councilmember Main asked if this would cause any problems for the staff and Manager Hickman stated that it should not as long as they are aware of the meeting dates and times.
MORPC Discussion - Mayor Robertson, Vice Mayor Crais, Manager Hickman, and the Village Planner Chris Strayer attended the MORPC discussion. Mayor Robertson stated that she encourages Council to review the information in their packets. She stated that MORPC is looking regionally at growth and planning. Their next meeting is planned for January 29 at Watkins Memorial High School. It was stated that letters were being sent to the Comprehensive Planning Group and other key individuals in Licking County. Vice Mayor Crais stated that follow-up phone calls will be made after the letter goes out. Councilmember Herman asked if review of this material should be done in the Planning Committee. Vice Mayor Crais moved to review the MORPC Report in the Planning Committee before the January 29 meeting. Second by Councilmember Herman.
Committee Assignments – Mayor Robertson stated what committees each Councilmember chose to serve on. She also suggested that the committees come up with abbreviations or acronyms. Mayor Robertson stated that the committee meetings are public and should be posted with the days and times that they meet. She also stated that the public should be encouraged to come. Mayor Robertson went on to say that each committee should turn in meeting minutes and reports and it would be most beneficial if this is done so the report can be included in Council’s packets before each Council meeting.
Streets, Sidewalks, Safety, Utilities and Lights Committee - (Vice Mayor Crais, Councilmembers Main and Hartfield)
Economic, Finance and Personnel Committee – (Councilmembers Herman, Hartfield, and O’Keefe)
Planning and Zoning Committee – (Vice Mayor Crais, Councilmember Barsky, Mayor Robertson)
Union Cemetery – Councilmember Main Planning Commission – Councilmember O’Keefe
LCATS – Vice Mayor Crais attended this meeting which discussed River Road and ODOT issues. He stated that ODOT stated they will not do anything in terms of an overpass and what is done will be kept. He went on to say that ODOT was sensitive to the need to allow emergency vehicles in. Vice Mayor Crais added that future closure of Cherry Valley Road was also discussed. Vice Mayor Crais stated that township residents on that side of Route 16 are feeling increasingly disclosed to Granville. Councilmembers discussed some options that were previously looked at and asked if these should perhaps be revisited by committees. Manager Hickman stated that it is in the budget to join LCATS next year.
JEDD – Mayor Robertson stated that she had a conversation with Township Trustee Wes Sargent in regards to Route 16/Columbus Road. She suggested having the Planning Commission meet with Mr. Sargent to see what can be done. Councilmember Main asked if this might fit under Economic Development Committee. Mayor Robertson stated yes it could and asked if Councilmember Main would prefer to see it go there. It was decided that the issue could be referred from the Planning Commission to the Economic Development Committee if need be. Councilmember Main also stated that he knew Tom Mitchell expressed interest on being drawn into any discussion on this matter.
December 9 Meeting – Councilmember Hartfield updated Council on a meeting she attended with Lynn Straker, the Granville School Board, and a number of other community leaders on the development pressures, annexation, and economic development issues in the community and how they relate to the school district. She stated that the group would like to continue meeting and perhaps become part of a JEDD or Economic Development Committee in the future. Councilmember Hartfield stated that the meeting lasted one hour and was basically a brain-storming session. Councilmember Hartfield believed that the group was going to write a letter to Council. Manager Hickman stated that he was aware that they are working on this and expects it in the near future.
Annexation Discussion – Mayor Robertson wished to refer this to the Economic, Finance, and Personnel Committee. Councilmember Herman stated that he would need more background information, but would be willing to meet with property owners and see what their needs are.
Mayor Robertson stated that she was made aware of the need for a street light at 2568 Newark-Granville Road (Bruner Residence.) It was decided that this should be addressed by the Streets, Sidewalks, Safety, Utilities and Lights Committee.
Mayor Robertson asked Council if they wished to further discuss Trudy Knox’s comments on the Pledge of Allegiance. Councilmembers wished to think about this and discuss at a later time.
Councilmember Barsky stated that it was brought to her attention by Trudy Knox that funds are available in the budget for Councilmembers to receive the Granville Sentinel. Manager Hickman stated that he would email all Councilmembers to see if they wish for this to be funded. He went on to say that each member of Council has a $100 budget.
Mayor Robertson stated that the February 4, 2004 meeting would be held at the village offices, since it is expected to have no more than twenty people in attendance. She stated that an area church could be contacted to see if the meeting could be moved there if need be. Councilmember Hartfield stated that it was her understanding that the meeting was to be like an open forum. She added that if only twenty people are expected, why hold the meeting. It was stated that due to weather and such it is not possible to anticipate exactly how many people might attend. Councilmember Herman suggested having light refreshments available, and other Councilmembers were in agreement to this. Mayor Robertson and Vice Mayor Crais stated that they will plan the February 4 meeting.
Councilmember Barsky stated that it would be very helpful to her to have the dates of all meetings in as far in advance as possible. All Councilmembers wish to have the dates and times of meetings made available to them by email. Councilmember Barsky also stated that she may not be able to attend the January 21 Council Meeting.
Manager Hickman asked Council to review the information from Denison University in their packet on their request to work with Council on a study of Burg Street. Councilmember Barsky stated she felt that this was a good idea especially if it targeted their needs and was overseen by Manager Hickman. Councilmember O’Keefe stated that many people walk on this road and the need for sidewalks is there. She would welcome any study done on Burg Street. Mayor Robertson added that the Environmental Studies program at Denison does an excellent job. Council agreed to have Denison University conduct this study.
Manager Hickman asked Council for their collective wisdom on a request he received to use the Bryn Du Property for a wedding. Manager Hickman stated that the staff would be willing to work with the local family. He stated that they proposed three options. One being to place a tent on the front lawn, the second option would be to put it on the side lawn, and the third option being the use of the tennis facility and patio. He stated that the family would be willing to make an endowment to the Granville Garden Club for sprucing up the area by the patio. Council stated that many issues such as the use of alcohol, liability, fees, etc. needed to be addressed. Mayor Robertson stated that there is also a noise Ordinance that they would need to be made aware of that starts at 10:00p.m.
ADJOURNMENT At 10:07 pm, Councilmember Barsky moved to adjourn the meeting. Second by Councilmember Herman. Motion carried, 7-0. Meeting adjourned.