Granville Community Calendar

Council Minutes 4/4/07

April 4, 2007

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

PLEDGE OF ALLEGIANCE (Led by Boy Scouts - Alex Cartrite and Eric Henry)

 Those responding to the roll call were Councilmembers Barsky, Mershon, O'Keefe, Mayor Hartfield; Manager Holycross, and Law Director Crites.

 Councilmember Barsky made a motion to excuse Councilmember's Tegtmeyer and McGowan, as well as Vice Mayor Herman.  Second by Councilmember O'Keefe.  Motion carried (4-0)

Councilmember O'Keefe moved accept the agenda as presented.  Seconded by Councilmember Barsky.  Motion carried (4-0).   


There were no Citizens' Comments.

Mayor Hartfield closed Citizens' Comments at 7:34 pm.



Resolution No. 07-27, A Resolution To Award The Contract For Grounds Maintenance, As Per Specifications, To Fackler Country Gardens And To Authorize The Village Manager To Enter Into An Agreement Therefore Was Introduced By Councilmember Mershon.  Second by Councilmember Barsky.

Discussion: Councilmember Mershon noted one area in the bid that came back significantly lower than a competing bid.  He asked Manager Holycross if both bidders were made aware of the scope of work and did they each bid based on the same information.  Manager Holycross stated that each party was aware of the planting and weeding required.  He stated that the total amount bid by Fackler Country Gardens was less and they have performed well doing work for the Village in the past. 

Motion carried 4-0.  Resolution No. 07-27 is adopted. 

Report from Deputy Clerk of Council on Service of Findings of Fact on Those Persons Who Spoke on the Cleveland Hall Addition at the Planning Commission Meeting; and to Set the Date for the Hearing of the Appeal of the Planning Commission's Decision to Approve that Addition.

Discussion: Manager Holycross distributed a Memo to Council stating the following:
"In accordance with Section 1137.01(d) of the Codified Ordinances, we hereby advise the Council that service of the Findings of Fact related to the approval of the Cleveland Hall Addition by the Granville Planning Commission has been made on the appellant as well as on all of the persons identified in the record who were permitted to appear and be heard at the hearing before the Planning Commission.  Service was accomplished by ordinary mail.

In accordance with Section 1137.01(b) of the Codified Ordinances, we hereby advise the Council that the Record of the Planning Commission with regard to the approval of the Cleveland Hall Addition was delivered to the Village Council members. 

In accordance with Section 1137.01(e) of the Codified Ordinances, the Council must schedule the hearing on the Appeal for either Wednesday, April 18 or Wednesday, May 2."

Councilmember Mershon asked if there has been any contact with the appellant regarding the proposed dates.  Manager Holycross stated that he has only heard from Mr. Jack Thornborough stating that he was unable to attend tonight's meeting.  Manager Holycross went on to say that Mr. Patton, who represents Denison University, would prefer to have the hearing on April 18th, rather than May 2nd.  Councilmember's' Mershon and Barsky indicated that they are not able to attend the meeting on April 18th.  Mayor Hartfield stated that it is possible there will not be a quorum on April 18th, so the only choice would be to hold the meeting on May 2nd. 

Councilmember Mershon made a motion to hold the Appeal Hearing for the proposed Cleveland Hall Addition on May 2, 2007.  Second by Councilmember Barsky.  Motion carried 4-0. 

Mayor Hartfield set the Date for the Appeal Hearing on May 2, 2007

Ordinance No. 04-07, to Permit the Demolition of a Single-Story Structure at 2326 Newark-Granville Road was Introduced by Councilmember Barsky.  Second by Councilmember Mershon. 

Discussion: Councilmember Mershon questioned why this matter went to the Planning Commission.  Manager Holycross explained that there is 5 to 10 feet of the structure located in the TCOD (Transportation Corridor Overlay District) and legal counsel advised that that portion should be decided upon by the Planning Commission.  Councilmember Mershon clarified that the matter was not conditionally disapproved.  Manager Holycross agreed and stated that this was not the case.  Councilmember Mershon questioned if there is a bond for demolition, and he believed there was a bond.  Manager Holycross stated that they will have this information prior to the public hearing.  Councilmember Barsky indicated that it would be helpful to have an aerial view of the structure.  Manager Holycross stated that he could take care of getting this to Council.  

Mayor Hartfield set the Date for the Public Hearing on April 18, 2007

Report from the Village Manager on Proposals for Planning and Financial Analysis Assistance Related to the River Road Development Plan

Mayor Hartfield moved to recuse herself from discussions of River Road Development Plan Proposals at 7:42pm and moved to the audience to be seated.  Councilmember Mershon moved to appoint Councilmember Barsky as Council Chair.  Second by Councilmember O'Keefe. 

Councilmember Tegtmeyer arrived at 7:56pm during the discussion of the River Road Development Plan Proposals.

Discussion:  Manager Holycross stated that he invited Council to make comments concerning the selection of a consultant to assist with the process moving forward of the River Road Development Plan.  He stated that the Village has been working with Poggemeyer in regarding the Comprehensive Plan and he feels they can act quickly because they are somewhat familiar with the situation.  He stated that Poggemeyer did contact him saying that they suggest adding to the scope of work and presenting a study to address objectives of pedestrian pathways in the area.  Manager Holycross stated that Poggemeyer's proposal says they could have information back to Council within 90 days.  He went on to say that a spokesman from Metropolitan Investors indicated to him that this would be acceptable to them if a decision from Council would come quickly after the 90 day period.  Councilmember O'Keefe stated that she feels strongly that there needs to be a traffic study to mitigate traffic in the area and she is glad to see that Poggemeyer is looking at the area as a gateway into Granville.  Councilmember Mershon stated that he is confused by the traffic study request because he said that former Village Planner, Chris Strayer, indicated that the engineer has already done a traffic study south of Raccoon Creek.  He went on to say that there are some on Council who would like to see a study of traffic from the Mill - South.  Manager Holycross stated that any studies that have already been done could be shared with the consultant so they can build upon what has already been done.  Councilmember Mershon indicated that there is a bid for time and material costs with a cap, and he inquired if there is a breakdown of costs for each service provided.  Manager Holycross did not have a breakdown of costs.  Councilmember Barsky asked what the cap amount was.  Manager Holycross stated $19,600.  Councilmember Barsky asked if Manager Holycross saw this as a reasonable cost.  Manager Holycross indicated that he did see it was reasonable considering the time and work involved.  He stated that the Planning Intern, Lauren, could also assist Poggemeyer.  Councilmember Barsky indicated that Poggemeyer has been doing work with the Village in regards to the Comprehensive Plan.  Councilmember Mershon stated that he believes they are capable of doing the scope of work, but he questions if it is needed since much of the work has already been done in-house by the Village staff.  Councilmember O'Keefe stated that she likes the scope of work proposed and sees it as pretty comprehensive.  Ben Rader, who was in the audience, asked why the Village is considering spending this money when the property is currently located within the Township.  Councilmember Barsky stated that he raises a good question and ultimately there could be impacts to the Village.  Mr. Rader questioned if the Township was contributing any money.  Manager Holycross stated that he has not had any conversations with the Township regarding sharing costs.  Councilmember Mershon stated that he opposes hiring a high end consultant because the Village staff has spent at least two years gathering much of the information outlined for the consultant to do.  He stated that they currently do not lack information, but some on Council question the credibility of the information.  Councilmember Mershon stated that they lack someone to manage the process.  Councilmember Mershon explained that he feels Manager Holycross is the appropriate person to take the information and do cost benefit analysis, etc.  He stated that they hired a Village Manager who is capable of doing this and we should use his expertise, rather than spending the money on a consultant.  Councilmember O'Keefe explained that a traffic mitigation study was not given to Council and a roundabout was recommended by Mr. Strayer.   She went on to say that she was given a lot of unorganized information.  Councilmember Barsky stated that what Councilmember Mershon sees as completed, she doesn't see as completely done.  Councilmember Tegtmeyer asked if Jack Thornborough's recommendation was discussed - to have a master plan.  Councilmember Barsky stated that it has been difficult to make decisions because the information is piecemeal.  Councilmember Tegtmeyer emphasized that Council needs to make a decision on what piece they can move forward with - whether it's the development of the whole 85 acres or the frontage on Main Street.  Councilmember Mershon stated that Dennis Cauchon submitted a proposal saying that the Village ought to overlay a bike path to the proposed area.  Councilmember Tegtmeyer stated that she too would like to see walkways in the area.  Councilmember O'Keefe explained that the consultant's proposal included this in their scope of work and it included a mitigation traffic and walkability study.  Manager Holycross stated that Poggemeyer wants to establish and focus on identifying objectives and key points.  He stated, for example, that they will look at things like where the river crossing might be located.  Councilmember Barsky stated that the annexation may provide potential benefit to the Village, but there is the cost of the water and sewer extension.  She stated that she personally does not feel that the data presented so far warrants the extension and she would need to see more fiscal information.  She explained that the Village would be setting a precedent for future annexations and this is not how they have been handled in the past.  Councilmember Barsky stated that considering Manager Holycross's background and length of service in Granville, she questions if he is the right person to provide this information.  Councilmember Mershon stated that he feels Manager Holycross is "much better than that" and the management and staff are more than adequate.  He went on to say that he agrees with Councilmember Barsky in the fact not being that they don't have the data, but the question is can they rely on it.  Councilmember Mershon questioned Item 7 in the proposal - that the consultant will rank the decision for Council.  He stated that he doesn't see paying a consultant to tell them how to think.  Ben Rader stated that he is aware that Mr. Jack Lux has offered to pay for this if he is assured he can recoup his costs.  Councilmember Barsky stated that no formal commitment came before Council by Mr. Lux.  Ben Barton, who was in the audience, stated that if Council is concerned with costs and not controlling development they are wasting $20,000.  He stated that he really feels that Council is trying to control the development in this area, and regardless it will get developed.  Councilmember O'Keefe stated that although cost is an issue - how it gets designed is also an issue.  Roger Kessler, who was in the audience, stated that he feels the inherit problem here is that Council has not read or received all of the information that has been collected in the past couple of years.  He went on to say that he agrees with Councilmember Mershon's statements.  He stated that the stakeholders are willing to assist in gathering and presenting the requested information.  Mr. Kessler stated that the people on Council, although they are busy and serve in a volunteer capacity, are not taking the time to go through the information and he sees this as the real problem.  Lauren Repas, Planning Department Intern, stated that she has a master's degree and has completed a comprehensive plan for a town in the past.  She stated that although she has not been asked to she would be willing to organize the information gathered so far.  Councilmember Mershon stated that another issue is the 90 days.  He stated that realistically the process cannot be completed within 90 days with a decision coming shortly after because of negotiations that must take place with the school board.  He also stated that he may have been putting Manager Holycross on the spot by saying he could complete the required work.  Manager Holycross stated that he can develop cost figures that he sees as accurate, and he would need to use his bond counsel and financial consultants to some extent.  He was unsure of estimated costs to use them, but saw them as fairly minimal.  Manager Holycross explained that the real issue will be time.  Councilmember Tegtmeyer stated that the question is time and priorities.  She asked Manager Holycross what would not be able to get done if Council were to ask he and his staff to complete some of the work in-house.  Manager Holycross stated that this is hard to answer because often things come up that are not anticipated.  He guessed that they would be unable to address any matters on the priority list for 60 days.  Councilmember O'Keefe asked Councilmember Mershon how he would feel about doing some of the work in-house and some done by a consultant.  Councilmember Mershon stated that he is unsure because he has not yet seen a breakdown of costs presented by the consultant.  Councilmember O'Keefe questioned if Council should wait for the consultant to breakdown the costs.  Councilmember Mershon stated that there is risk in waiting.  Councilmember Barsky asked if the 90 day timeframe could be cut down.  Manager Holycross stated that he could certainly check with Poggemeyer, and he is hesitant to answer this for them.  Councilmember Barsky agreed that Council needs to move forward.   She asked if they could deal with the matter on an itemized basis and have the staff and consultant work together in a timeframe of 45 days.  Ben Barton stated that whether or not the Village hires a consultant or not the traffic patterns will not be affected.  He suggested spending two weeks letting the Planning Department Intern look through the data and compile it in a presentable way before spending $20,000 on a consultant.  Mr. Barton stated that "we are putting this thing to sleep and its being done on purpose."  He stated that he does want the Village's involvement and he and others are willing to volunteer to do whatever is needed.  Mr. Barton stated "it is our $20,000 - spend as you wish - I feel there is better ways to use our money." 


Resolution No. 07-28, To Authorize the Village Manager to Accept a Proposal from Poggemeyer Design Group for Professional Services Related to a Planning Study and Financial Analysis of the Proposed Development of the River Road Area and to Enter into an Agreement Therefore was Introduced by Councilmember Tegtmeyer and Seconded by Councilmember Mershon. 

Councilmember Tegtmeyer made a motion to amend as follows:

Discussion:  In the Title - Strike "accept" and insert "negotiate"
  In the Title - Strike "proposal from" and insert "with"
  In Section I - Strike "accept"
  In Section I - Strike "proposal" and insert "scope of work"
  In Section I - Strike "from" and insert "with"
In Section I - Strike "That proposal is attached to this Resolution as Exhibit A" and insert "not to exceed $10,000 within 60 days."

Second by Councilmember Barsky. 

The Amendments to Resolution No. 07-28 are adopted.  Motion carries (4-0)

Councilmember O'Keefe stated that she sees the amendments as a good compromise.  She went on to say that she hopes the consultant's work includes a look at traffic mitigation and that they see the area as the gateway into Granville.  Councilmember Barsky asked if Manager Holycross saw $10,000 as being a good number to work for Poggemeyer.  Manager Holycross stated that he would need to check with them in regards to the amount and time frame and he was unable to answer for them. 

Resolution No. 07-28 is adopted.  Motion carries (3-1, Councilmember Mershon voting nay.)

Mayor Hartfield rejoined the Council meeting at 8:45pm. 

Regularly Scheduled Meeting of March 21,  2007.
 Councilmember Tegtmeyer moved to approve the minutes as amended. 
Seconded by Councilmember Mershon.   Motion to approve carried 5-0.


Economic, Finance, Personnel Committee (EFP) - (Herman, Mershon, Tegtmeyer) 
No Report.

Granville Foundation - (Tegtmeyer)
No Report.

Light, Safety, Sts/Sidewalks, Utility Committee (LSSU) - (Hartfield, Herman, McGowan)
No Report.

Planning Commission - (O'Keefe)
Mayor Hartfield stated that she attended in Councilmember O'Keefe's place.  She stated that there was a preliminary work session for the new tenants of the Granvilla and discussion over the demolition permit applied for by Fackler Country Gardens.  Councilmember O'Keefe stated that there is at least one Planning Commission member concerned about construction taking place on Mt. Parnassus.  Manager Holycross stated that the Village does have some concern over work being done there and they are addressing it. 

Planning & Zoning Committee - (Barsky, Mershon, O'Keefe)
No Report.

Comprehensive Plan - (Barsky)
No Report.

Recreation Commission - (McGowan)
No Report. 

Senior Committee - (O'Keefe)
Councilmember O'Keefe stated that they met this evening to discuss funding for placing a Senior Citizen Center at the Carriage House on the Bryn Du property.  She stated that Assistant Village Manager, Molly Roberts, would be discussing this matter with Manager Holycross.  Councilmember Mershon stated that they would like to see this matter on the EFP Committee agenda. 

Tree & Landscape Commission (Barsky)
No Report.

Union Cemetery (Mershon)
No Report.


Councilmember Mershon stated that there will be a joint meeting with the Township on May 2nd.  He stated that a new member from Council will have to be appointed to the Union Cemetery Board. 

Councilmember Barsky stated that a missing Resolution was stapled to information not pertaining to the legislation.  She stated that this has happened numerous times in the past as well.  She requested that less staples be used.  Manager Holycross stated that he has been meaning to ask Council if it is confusing when redundant information is sent out to them.  After a discussion with Council, he stated that in the future he will only send out changes or new information.  Manager Holycross stated that the blue folders will also only contain new information. 

Councilmember Mershon stated that there was a request from Marcia Phelps in the packet regarding the 161 Accord.  He suggested that Councilmember O'Keefe may be the appropriate person to attend meetings since she has in the past.  He also stated that Amber Mitchell might be willing to attend if Councilmember O'Keefe is unable. 

Councilmember Mershon asked if the fire department has been contacted about the work that will take place due to the Welsh Hills culvert.  He stated that this area will be inaccessible unless you go to Newark first.  Manager Holycross stated that he would look into this. 

Councilmember Tegtmeyer stated that the Granville Foundation will be working with the Rec Commission in regards to funds they received for plannings.  She stated that they are also working to improve access for people with disabilities and they are questioning where they should be looking.  At this time, Councilmember Tegtmeyer stated that they are looking at Raccoon Park.  She stated that there will be a public meeting on April 19th and if anyone has any suggestions to please contact her.  She also stated that there will be an on-line survey for input.

Councilmember O'Keefe stated that she is working with George Wales on a recycling program for Granville.  She stated that they visited a program set up by Kenyon Collage in Gambier and they offer a program where no one has to pay trash pickup costs if they recycle.  She went on to say that Gambier also has only 1200 residents. 

Mayor Hartfield stated that there will be a Township meeting on April 12th regarding open space acquisition.  She stated that all members of Council were encouraged to attend. 

Councilmember Barsky stated that there will be a public meeting for the new ethanol plant on April 9th.  She stated that the new plant can have an effect on some new Village residents and this information should be included in the Sentinel, as well as the Advocate.

Village Planning intern, Laura Repas, stated that the new executive director of MORPC would like to speak to Council at the next Council meeting.  Council questioned if they are members of MORPC.  Manager Holycross stated that he will check on this.     


 Councilmember Mershon moved to adjourn.  Second by Councilmember Barsky.  Motion carried, 5-0.  Meeting adjourned.

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