Granville Community Calendar

Council Minutes 9/17/03

 VILLAGE OF GRANVILLE COUNCIL MINUTES September 17, 2003 

CALL TO ORDER (by Mayor McGowan at 7:30 pm) 

PLEDGE OF ALLEGIANCE 

ROLL CALL Those responding to the roll call were, Councilmembers Crais, Hartfield, Bellman, Robertson, Main, Vice Mayor Moore, and Mayor McGowan; Manager Hickman; Law Director Crites. 

APPROVAL OF AGENDA (7:31pm) Councilmember Crais moved to approve the agenda as presented, seconded by Councilmember Robertson. Motion carried. 

CITIZENS’ COMMENTS (7:31 pm) All topics – None

AEP – Doug Hiatt Mr. Hiatt gave a Powerpoint presentation. He stated that three electrical stations feed Granville. One station is close to the BP station on the south side of Granville. The other two are to the west (Silver Street) and east (Cherry Valley Road). Mr. Hiatt stated that there have been many outages in the past three years. He stated that many outages are due to trees and the inability to trim them properly or at all. Moreover, Mr. Hiatt stated that there have been a significant amount of outages due to storms. Mr. Hiatt stated that problems with trees are due to the weather conditions being very good for tree growth, prior years of poor tree trimmings, and/or customer refusal to access property. Mr. Hiatt stated that the problem of outages has worsened due to a large amount of storms in 2002 and 2003, and there are maturing trees falling outside of the ROW. Mr. Hiatt went on to say that the answer to reducing the amount of electrical outages is to properly trim trees and gain customer support to access trees that need trimmed now. Mr. Hiatt stated that outage numbers dropped in 2003 due to better tree trimming. He also stated that it helps if the village continues their support in tree trimming to prevent significant outages. Mr. Hiatt mentioned a partnership between the village and AEP where AEP’s goal is to gain clearance from the power line, while the village comes afterwards and works on the aesthetics. As a result of this partnership, Mr. Hiatt stated that AEP does not cut the trees back as far, just enough to allow for clearance so village workers are safe to do any additional trimming. 

Councilmember Crais inquired on the number of refusals AEP typically gets and what is the extent of the problem. Mr. Hiatt estimated 20 per year out of every 1000 and that outages are significant due to customer refusal. Mr. Hiatt also stated that they do track these numbers. Vice Mayor Moore asked if the exact numbers could be provided to council. Mr. Hiatt stated yes. 

Manager Hickman stated that there was a recent refusal on N. Pearl Street. AEP trims for function, not for aesthetics. Councilmember Hartfield asked what was happening to all of the old trees. Manager Hickman said that they no longer plant the same type of tall trees under power lines. The Village works with the Tree & Landscape Commission, as well as AEP, on smarter planting. A spokesperson for AEP stated that they are currently not trimming some trees back as far as they should (every 4-7 years), but as a result the village is coming in to “make the tree look like a tree.” Manager Hickman stated that Granville takes better care of their trees in comparison with other communities. Mr. Hiatt agreed. 

Vice Mayor Moore asked how AEP arrived at the 4 to 7 year trimming time. Mr. Hiatt stated that this is an industry standard and this is so they do not have to trim as often, making it more cost effective. He went on to say that it also depends on the species of the tree. Councilmember Moore inquired on why there are “bundles of wires.” Mr. Hiatt stated that these are in place mainly due to the number of fallen trees. Vice Mayor Moore asked what is being done to prevent outages due to animals. Mr. Hiatt stated that many area lines have animal guards on them. He depicted where they are located on the diagram. Vice Mayor Moore asked why it is so costly to drop wires underground. She stated that the village recently got a cost estimate to put some lines downtown in the ground and the estimate was very high. Mr. Hiatt stated these costs are mainly due to material and labor. 

Councilmember Bellman asked if the current trimming schedule is every 4 to 7 years doesn’t that remove too much from the tree. He asked if they have ever considered trimming every 2 to 3 years. Mr. Hiatt stated that 2 to 3 years has never been considered and that the 4 to 7 year cycle is industry standard. He also stated that he needs to treat all towns the same. Councilmember Bellman asked Mr. Hiatt about an August 23, 03 article in the Columbus Dispatch. He stated that this article stated that AEP spent less money on tree trimming than it told PUCO it would. Mr. Hiatt stated he was aware of the article and not sure what corporate does, and was somewhat apprehensive on the numbers stated in the article. Councilmember Bellman stated that AEP has clearly not spent the money customers have already paid for on tree trimming. Councilmember Bellman asked if the electrical polls on College Street were higher than the ones on Pearl Street. Mr. Hiatt stated yes due to an upgrade for Denison University, which Denison paid for. Councilmember Bellman asked if higher polls could be put into place to fix outage problems. He also asked Mr. Hiatt if AEP could do a better job of cleaning up the mess after tree trimmings. Mr. Hiatt stated that in the situation of a storm, their first goal is to get the service back on, but during routine maintenance they can work with the customer/village to clean up. Councilmember Bellman asked if the village is cleaning up for AEP for any reason, shouldn’t the village get reimbursed for doing their work. Mr. Hiatt stated that more discussion could take place in regards to this and it could be looked into.

Councilmember Crais stated that it is fair to say that there are many unhappy customers in regards to tree trimming by AEP mainly due to aesthetics. He stated that there could be better partnering between the village and AEP to help with this. Councilmember Crais also stated that the current set up is un-economic for each party. 

Councilmember Robertson stated that if you want trees and electricity – there needs to be a balance and that we should give the village and AEP our blessing for working together. She told Mr. Hiatt that she would like to relay how thankful she is for work they do during storms in the middle of the night and the work that AEP does. 

Vice Mayor Moore wished to follow-up on the in-efficiency of two different crews working on one tree at the same time. She asked if this is due to costs and why the focus of AEP is not more on aesthetics. Vice Mayor Moore also asked if AEP could shape trees if paid extra. Mr. Hiatt stated that he would need to further investigate this. A spokesperson for AEP remarked about the liability and said that if a line falls down and someone is injured/killed its AEP’s responsibility, and their first priority is safety. 

At this point in the lengthy discussion, Councilmember Robertson stated that she believed “we are beating a dead horse here.” 

Mayor McGowan stated that the council looks forward to Manager Hickman working with AEP in the future. 

Melanie Orr, Buxton Inn, asked if the number of outages depicted in the Powerpoint presentation included brown outs and blinking of service. Mr. Hiatt stated that his numbers did not reflect these type of occurrences. Ms. Orr stated that it is a problem at her business because they often need to reset the computer systems. 

Dave Wolf, Pearl Street, asked if customers will continue to see the trend of 2003 where outage numbers continue to drop. Mr. Hiatt stated yes. Mayor McGowan closed citizens’ comments at 8:24pm. 

PUBLIC HEARING Ordinance No. 13-03, An Ordinance To Vacate A Portion Of A Certain Alley Parallel To Sunrise Street was reintroduced by Councilmember Crais. Second by Councilmember Robertson.

No one appeared to speak for or against Ordinance No. 13- 03.

Mayor McGowan closed the public hearing at 8:25pm.

Ordinance No. 14-03, An Ordinance Accepting The Dedication Of The Sinnett House From The Granville Library Board was reintroduced by Vice Mayor Moore. Second by Councilmember Hartfield.

Ruth Owen and Mike Frazier gave a brief Powerpoint presentation depicting possible scenarios for the Sinnet House. This presentation included two choices for the driveway location. 

Ms. Barsky, 221 E. Elm St., stated that she commends the Library Board for coming up with two different plans and one would allow easier access to restrooms. 

Mayor McGowan closed the public hearing at 8:35pm. 

 NEW BUSINESS (8:35 pm) Resolution No. 03-36, A Resolution To Authorize The Village Manager To Enter Into Contract With Parsons Transportation Group For An Access Management Plan was introduced by Councilmember Bellman. Second by Councilmember Crais. Discussion: Councilmember Bellman stated that this has been in the process for a long time and he would like to see some progress. He stated that there is currently no guidelines for the Planning Commission or BZBA. Manager Hickman stated that it is a good plan, not yet adopted, and they have not yet formulated a capacity. 

Vice Mayor Moore stated that she is interested in the study, but insists that the study include how ODOT’s plans will impact the area. She stated that we don’t want to waste our time. She suggested that Doyle Clear get this information from ODOT and that it needs to be part of the proposal. Manager Hickman stated that the new village planner has some experience in this area and suggested him spearheading this project with Mr. Clear to help keep costs down. 

Councilmember Robertson asked why this is in the form of a resolution and not an ordinance. Manager Hickman stated that these are draft costs/estimate of the plan. Councilmember Robertson asked if council was committing to these exact figures with a vote tonight. Manager Hickman stated that an ordinance would allow for expenditures, while a resolution gives specific direction of a traffic study. 

Councilmember Main stated that a vote tonight would not approve money being spent..”yet.” 

Councilmember Hartfield asked if part of the money covers meetings Mr. Clear has already attended. Manager Hickman stated yes and the new amount would be approximately $24,000 after deducting for those meetings. 

Mangager Hickman stated that he would work on getting more information from ODOT. 

 Motion to adopt carried (7-0). Resolution No. 03- 36 is adopted.

 

Resolution No. 03-37, A Resolution To Authorize The Village Manager To Accept An Urban Forestry Bicentennial Grant From The Ohio Department Of Natural Resources was introduced by Councilmember Crais. Second by Vice Mayor Moore. Discussion: Manager Hickman stated this is for trees on South Gallway Drive and in the Cherry Valley Road vicinity.

 Motion to adopt carried (7-0). Resolution No. 03- 37 is adopted.

 Resolution No. 03-38, A Resolution To Authorize The Village Manager TO Submit A Grant Application For 2003- 2004 Capital Improvement Projects To District 17, Ohio Public Works Commission, For Funding, On Granville’s Behalf was introduced by Councilmember Crais. Second by Councilmember Bellman. Discussion: Manager Hickman stated that this resolution is an attempt to secure grant funds for a pedestrian bridge and the amount received could be $350,000. Councilmember Bellman inquired if it would make sense to have the village and township share in these costs, since they have previously tried this. Manager Hickman stated yes, this was a possibility he could further look into. Councilmember Crais inquired on the progress with the bike path near Granville Intermediate School. Manager Hickman stated that he would check on updated information regarding this. Vice Mayor Moore asked if a walkway could be hung from the existing bridge. Manager Hickman stated that he would check on this. 

 Motion to adopt carried (7-0). Resolution No. 03- 38 is adopted.

 Resolution No. 03-39, Resolution Accepting The Amounts And Rates As Determined By The Budget Commission And Authorizing The Necessary Tax Levies And Certifying Them To The County Auditor was introduced by Councilmember Vice Mayor Moore. Second by Councilmember Bellman. Discussion: Manager Hickman stated that this resolution was “housekeeping.” 

 Motion to adopt carried (7-0). Resolution No. 03- 39 is adopted.

 Ordinance No. 15-03, An Ordinance To Amend Ordinance No. 25-02 Providing For Adjustments Of The Annual Budget For The Fiscal Year 2003 And Revising Sums For Operating Expenses was introduced by Councilmember Bellman. Second by Councilmember Hartfield. .

 Mayor McGowan scheduled a public hearing for Ordinance No. 15-03 for October 1, 2003. 

 OLD BUSINESS Ordinance No. 13-03, An Ordinance To Vacate A Portion Of A Certain Alley Parallel To Sunrise Street was reintroduced by Councilmember Crais. Second by Councilmember Robertson.

Discussion: Manager Hickman offered a friendly amendment correction/change to 723-04. Councilmember Robertson asked when vacated what would happen. Manager Hickman stated that the property is added to the property owners. He estimated approximately 8-10 feet. Councilmember Crais asked who pays for the survey. Manager Hickman stated that the property owners would pay for this. 

 Roll Call Vote: Moore, Robertson, McGowan, Crais, Hartfield, Bellman, Main. (7-0). Ordinance No. 13-03 was adopted.

 Ordinance No. 14-03, An Ordinance Accepting The Dedication Of The Sinnett House From The Granville Library Board was reintroduced by Vice Mayor Moore. Second by Councilmember Hartfield.

Discussion: Councilmember Bellman asked if the ordinance should have additional language on the house being brought up to different conditions. 

Vice Mayor Moore stated that she was not aware of what the terms of the conditions were. For example, it has not yet been determined the amount of rent, length of lease, and which site plan. Mr. Frazier stated that the board had thought $1000 per year in rent and a 25 year lease, or perhaps a 50 year lease. Mr. Frazier and Ms. Owen stated that they saw these as small details that are negotiable. She went on to say that their future plans are contingent on whether or not the village intends to accept the donation. 

Councilmember Bellman asked if the ordinance could have wording stating that the village intends to accept the Sinnett House and negotiate specific terms at a later time. 

Councilmember Hartfield stated that the details could be ironed out with village officials. Manager Hickman stated that a member of council would be appreciated when going over details. Councilmember Robertson stated later during the meeting that she would be happy to serve in that capacity. 

Councilmember Main asked what would happen if the Bicentennial Commission is not able to raise the needed $140,000. Ms. Owen stated the building would not be able to be gifted because they could not afford to move it. She stated that the Library Board already has allotted $25,000 to the fund. Ms. Owen stated that the ordinance could certainly be worded that the intent to accept the donation is if the money is raised. Councilmember Robertson asked if the $140,000 estimation included everything except the restrooms. It was stated yes. Manager Hickman also stated that the estimated cost to install restrooms was reduced to $12,000-$15,000. 

Councilmember Main asked if the Library Board is limited on whom they can gift the building to, and if it is not gifted to the village, then who would they choose to gift it to. Ms. Owen stated that really the Bicentennial Commission if gifting the house. She stated that they have shown an interest in saving the house. It was stated that the Granville Historical Society was offered the building, but they were unable to afford it. The Sinnet House was also offered publicly and one private citizen did come forward with some interest. 

Mayor McGowan asked what if future councils find that they do not want the building. Law Director Crites stated that the village does not have a fee simple absolute interest in real estate, but rather a legal interest in the house only.

Councilmember Main asked what the estimated costs were for the village to operate the building. Manager Hickman stated that they estimate $4,000 per year in utilities. Other costs per year were unknown. These could include staffing, upkeep, etc. 

Councilmember Moore moved to amend Ordinance No. 14-03. Councilmember Hartfield seconded.

The following amendments were included as the second sentence of Section 1: “The acceptance of this donation shall be conditioned upon the Village of Granville and the Granville Library Board of Trustees entering into an agreement, the terms of which shall address such issues as the term of the lease, amount of rent, and the monies to be raised by the Granville Bicentennial Commission.” 

Also

Change any and all references to the Library Board to “Granville Library Board of Trustees.” 

Roll Call Vote: Bellman, McGowan, Crais, Moore, Hartfield, Main, Robertson. (7-0). The amendment to Ordinance No. 14-03 was adopted

Roll Call Vote: Bellman, McGowan, Crais, Moore, Hartfield, Robertson. (Yea -6) Main (Nay). Ordinance No. 14-03 was adopted

 REVIEW OF MINUTES (9:25 pm) Regularly Scheduled Meeting of September 3, 2003 Councilmember Crais moved to accept the minutes; seconded by Councilmember Hartfield. Motion carried, 7-0. 

 

MAYOR’S COURT REPORT – August (9:25 pm) The Mayor’s Court Report for the month of August was presented for review. Councilmember Crais moved to accept the report; second by Councilmember Hartfield. Motion carried, 7-0 

 Mayor McGowan instructed the report be filed with the Clerk. A copy of said report is included as part of these Minutes. 

MANAGER’S REPORT – August (9:25 pm) The Manager’s Report for the month of August was presented for review. Councilmember Crais moved to accept the report; seconded by Councilmember Main. Motion carried 7- 0.

Discussion: Councilmember Crais inquired on why so many police runs were made to the Granville schools and what was the nature of these reports. Manager Hickman stated that thirteen calls were made to the middle school. He stated that he would inquire on the nature of these calls, as well as calls to the high school. 

Councilmember Robertson asked if truck traffic was picking up on North Pearl Street. Manager Hickman stated that regular/irregular monitoring is done in this area morning, noon, and evening. He stated that trucks that appear to have heavy loads are checked. Manager Hickman went on to say that he felt the truck traffic was better. Councilmember Crais stated that it seemed to go down, but in the last 6 to 8 months he has noticed an upward trend in truck traffic. 

Councilmember Crais stated that a tree on Summit Street needs to be looked at. It is a tree located near the castle house in the right of way. Councilmember Crais stated that neighbors have told him that calls have been put into the village offices. Manager Hickman stated that he would look into this, and they are currently looking at several trees with the same issues.

 Mayor McGowan instructed the report be filed with the Clerk. A copy of said report is included as part of these Minutes. 

COMMITTEE REPORTS Economic Development Committee (Crais, Moore, Robertson) Vice Mayor Moore stated that this committee is trying to schedule time with the GACC to work on the strategic plan. 

Finance Liaison (Moore) Vice Mayor Moore stated that they met with Bryn Du consultants and bond council earlier that day to discuss the renewal of outstanding notes. 

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 (McGowan) Mayor McGowan stated that a fence/parking was approved for the old Crown and Cushion. He stated that there were some people who spoke against Whit’s moving their location. The main reason was because of the large amount of restaurants in a small area. Manager Hickman stated that Whit’s would be moving to where Hare Hollow was located off of Broadway. Recreation Commission (McGowan) No Report.

Senior Citizen Committee (Moore, Robertson) Councilmember Robertson stated that this committee will meet at 4:00 on September 18, 03. She hopes to have resolutions for the next council meeting. Street Light Committee (McGowan) No Report. Streets/Sidewalks/Utilities Committee (Bellman, Hartfield, McGowan) Councilmember Bellman stated that this committee met earlier that day on Burg Street with area residents to discuss widening. He stated that there appeared to be a general consensus against any widening on Burg Street and there is a real concern over increased traffic and speed. Councilmember Hartfield stated that she believed that 4-5 of the residents (out of 12) were in favor of widening the street somewhat. She stated that the residents living right on the bricked portion were not in favor of widening, but other residents would like a little widening. Councilmember Hartfield stated that no decisions were made, just discussions took place. Councilmember Main stated that as a resident of Granville who travels on Burg St., he feels it would be very nice if the road were “a bit wider.” Councilmember Bellman asked if each resident could be sent a sheet to vote whether or not they would prefer widening the street. Manager Hickman stated that this could be done. He stated that a similar survey was recently sent out to the residents of Fern Hill on water extension. 

Councilmember Robertson inquired if the “one way scenario” for Burg Street could be revisited. Councilmember Hartfield stated that Thresher Street would not be accommodating for a one way street. Manager Hickman stated that according to Barkley Gano (resident on Burg Street) this scenario was tested in the 80’s and residents felt that is just didn’t work. He went on to say that he does not see this as a good situation because Thresher Street is very narrow. 

Tree & Landscape Committee (Moore) Vice Mayor Moore stated that this committee discussed a grant they received. They also discussed ash trees and concern of a pest that has moved from Michigan that is affecting them. Union Cemetery Board (Main) No Report. 

Bryn Du Committee II (Robertson, Crais, Moore) Councilmember Robertson stated that this committee would meet at 7:00 on September 18, 03. She stated that the committee will be updated on a visit to Oglebay Park and the committee appears to be on schedule for their final report at the end of October or partway through November. 

OTHER COUNCIL MATTERS Manager Hickman stated that a mistake was made by not including GACC as part of the agenda.

Councilmember Bellman stated that this was not on the agenda. He also mentioned some concerns he had at the last meeting regarding the GACC’s plan to promote local shopping by local residents. 

Councilmember Robertson stated that she was not in attendance at the last meeting where GACC spoke, but after reviewing the minutes, she feels that not much money was spent on local promotion. 

Councilmember Crais stated that he felt uncomfortable addressing this issue because it was late, and he was not in a position to “digest this material.” He felt as though it should be postponed and that it was in violation of council rules to discuss, unless someone wanted to amend the agenda. Councilmember Crais also stated that it was not appropriate to discuss under “Other Council Matters.” Councilmember Crais asked what the GACC presentation was for. Manager Hickman stated that Vice Mayor Moore and himself were to attend a meeting on September 18 to present a check. Vice Mayor Moore would also be giving a brief presentation on the state of the village. It was the GACC’s hope that this presentation would show the support by village officials to the GACC. Manager Hickman stated that $10,000 was to be presented. He also stated that a resolution was already passed which appropriated these funds for these reasons. 

Mayor McGowan stated that he felt it was ok to discuss this issue under “Other Council Matters” and two people (representing GACC) were in attendance for three hours and council owed it to them to let them know what council was doing. 

Vice Mayor Moore stated that she was under the impression that there was no action to take place. 

Vice Mayor Moore moved to amend the agenda and discuss a check presentation for GACC. Seconded by Councilmember Hartfield. (3-4)

 The agenda was not amended. (3 Yeas – Moore, Hartfield, McGowan, 4 Nays – Robertson, Bellman, Crais, Main)

Mayor McGowan stated that the issue would be on the agenda for the council meeting on October 1, 2003. 

Mayor McGowan stated that a date for Granville trick or treat needed to be decided. He also stated that the proposed date of October 30, 03 was the same night Newark would have their trick or treat. Council stated that Granville Trick Or Treat would be held on Thursday, October 30, 2003 from 5:30 – 7:00. 

Councilmember Crais stated that there was an interesting article on moratorium issues in this months Cities & Villages (Page 34) worth reading. 

 ADJOURNMENT At 9:57pm, Councilmember Hartfield moved to adjourn the meeting. Second by Crais. Motion carried, 7- 0. Meeting adjourned. 

 

Submitted by: Melanie Schott 

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