Granville Community Calendar

Council Minutes February 23, 2008 Special Meeting

 VILLAGE OF GRANVILLE

COUNCIL SPECIAL MEETING MINUTES

February 23, 2008

 

CALL TO ORDER (by Mayor Hartfield at 9:10am)

 

ROLL CALL

Those responding to the roll call were Councilmembers Constance Barsky, Matt McGowan, Steve Mershon, Jackie O’Keefe, Deb Tegtmeyer, Vice Mayor Herman, Mayor Melissa Hartfield, Manager Don Holycross, and Assistant Manager Roberts.

 

APPROVAL OF AGENDA

Councilmember McGowan moved to accept the agenda as presented.  Second by Councilmember Barsky. Motion carried (7-0).   

 

NEW BUSINESS

 

Vice Mayor Herman reported that the EFP committee met to form a framework for today’s discussion regarding a review of Council’s goals and objectives and suggestions for committee restructuring. Councilmember O’Keefe suggested reviewing the priorities first before restructuring committees.

 

NEW

RANK

PREVIOUS

RANK

GOAL/OBJECTIVE

STATUS

 

HIGH

1

Prepare for and successfully complete the first round of negotiations with the Police Department, resulting in a contract that is fair for both parties and fiscally responsible. Implement the contract.

Emphasize and foster fairness and consistency in police enforcement. Increase positive presence and visibility of police in the community.

COMMENTS:

Councilmember O’Keefe questioned if the negotiations with the police department were complete. Manager Holycross indicated in the affirmative, but negotiations may need to be on-going with other departments. Overall things are going well with the police department, no issues or grievances and any problems presented are addressed and solved in a timely manner.

Councilmember Barsky asked about community policing. Manager Holycross indicated that the department has made an effort to be more visible and accessible. He indicated that complaints have been considerably reduced. Councilmember Tegtmeyer suggested providing better public education between local youth and Denison University students to explain the process of handling and/or arresting students. The expectations of local parents and Denison students and the police department procedures are not in sync. Mayor Hartfield indicated that everyone needs to understand the severity of juvenile offenses. Councilmember McGowan expressed his support of community policing.

This goal will be ongoing and a high priority. Any new contract negotiations would be handled on an as needed basis. A program should be developed for information to be communicated to high school students perhaps at freshman orientation and continued communication with Denison staff and security.

COMPLETE

 

 

   ON GOING

 

 

 

 

HIGH

1

a-Develop a financial management policy and establish reasonable standards for adequate fund reserves including a “rainy day fund.” 

b-Continue to protect the General Fund reserve through efficient and rational spending.

c-Implement a strategic budgeting process through an ad hoc committee which would set the principles and guidelines for funding allocations.

d-Indentify anticipated fiscal trends for the next ten years.

e-Develop a five-year projection of operating revenues and expenses and a five-year capital improvement plan including maintaining infrastructure. (Preliminary 5-year capital plan included with this packet) (This goal could be looked at each year as part of a capital improvement wish list. The budget ad hoc committee would determine the parameters by which the funding and prioritization of projects would proceed.)

f-Identify alternative sources of income in light of an anticipated leveling of tax revenue growth and recognize the impact of other levies on the ability to raise funds. Look aggressively at the availability of state and federal funding assistance. (Staff will continue to look for opportunities to seek state and federal funding as with the Main Street pedestrian bridge)

 

COMMENTS:

a-Councilmember Tegtmeyer suggested setting a standard for the amount of funding that should be set aside for a rainy day fund. Mayor Hartfield suggested staff secure benchmarks from other communities.

c-Councilmember Tegtmeyer suggested that an ad hoc strategic budget committee be formed to outline budget strategies as well as the parameters to use when applying funding to specific projects.

d-Councilmember Barsky suggested checking with MORPC to determine if they have methods or suggestions for calculating development and economic trends during the next ten years. She also suggested possibly purchasing software that could accomplish this goal. She recommended that modeling or demographic growth and its affects on infrastructure also be included in this process.

Most of these goals will be ongoing. Staff will generally be responsible for efficient and effective spending, development of 5-year plans and seeking federal/state funding. It is recommended that an ad hoc strategic budget committee be formed to set standards and policies while a separate standing budget committee would be responsible for completing the basic budgeting process.

PLANNED

 

 ON GOING

 

 PLANNED

 

 PLANNED

 IN PROCESS ON GOING

 

 

 

ON GOING

 

 

 

 

 

 

 

HIGH

1

 

 

 

 

 

 REMOVE

 

 

1 & 14

In conjunction with the Township develop a strategic plan for the extension of water and sewer services and for the management of those activities that impact the extension of those services. Complete and link the 201/208 plan with the Comprehensive Plan. (Licking County’s 208 plan is complete and awaiting approval from the Ohio EPA. The Village 201 plan is nearly complete and will come before Council for review, but cannot be submitted until the County’s 208 plan receives state approval.)

Devise a strategy for managing the positive impacts and mitigating the negative impacts of the Route 161 improvements on the Township and the Village. 

Manage growth and resist encroachment by other jurisdictions into the Township; explore alternatives to the 201 plan; provide up-to-date assessment of property and potential development pressures. (This goal was met, in part, through the annexation of the 514 acres south of the Village.

Build on the partnerships and foster cooperation within the Village, Township, school district, and Denison University to rake a more active role in managing growth and promote positive images of the Village.

COMMENTS:

Assistant Manager Roberts outlined the current status of the 201 and 208 plans. Licking County has submitted their plan to the state EPA and is awaiting approval. The Village is waiting for our engineers to complete our 201 plan which will be submitted to Council for review this spring. As soon as EPA approval is received for Licking County’s 208 plan, the Village will submit our 201 plan to the EPA. Councilmember Barsky suggested that the engineers should take a look at the Comprehensive Plan to make sure the 201 plan reflects the information in the Comprehensive Plan. Councilmember Tegtmeyer suggested an oversight group be formed to remind Council of progress made on these goals and objectives. Vice Mayor Herman suggested a quarterly status report to be presented at Council meetings where the priority list could be reviewed and evaluated.

Staff and Council will continue to monitor this goal, but there is no action that Council needs to take currently. Quarterly updates or status reports regarding Council’s progress on these goals and objectives was suggested.

IN PROCESS

 

 

 

 

 

 

 

ON GOING

 

 

 ON GOING

 

 

 

 

 

HIGH

1

Complete the Comprehensive Plan in conjunction with Granville Township and educate citizens about the plan to develop consensus on a vision for the community and to decide on the types of growth that Council wants to encourage and a strategy for how that growth will be managed. (Awaiting Poggemeyer’s final draft.)

COMMENTS:

Mayor Hartfield asked for a current timeline for the completion of the Comprehensive Plan. Manager Holycross indicated that Poggemeyer had a lot of information to update from the suggestions made by the committee and staff, but a final draft should be expected in forty-five to sixty days. Councilmember Tegtmeyer questioned what the next step would be after the final draft was received. Vice Mayor Herman indicated that the final draft could cause Council to recommend changes to current zoning standards and provide a framework for evaluating future economic and growth development. Councilmember Barsky suggested that Council maintain ongoing communication with the Township.

Council is waiting for the final draft of the Comprehensive Plan and will move forward when plan is complete.

IN PROCESS

 

 

 

 

 

LOW

6

In partnership with the Bryn Du Commission, provide guidelines and encouragement for the development of a management plan including how to make it self-sustaining. (The Bryn Du Commission has developed a master plan and begun securing self-sustaining funding. The Commission should continue to report to Council.)

COMMENTS:

Bryn Du Commission is working effectively to make the Mansion a success and does not need direct involvement of Council; however, the Commission should continue to report to Council on a regular basis.

 COMPLETE      ON GOING 

 

 

 

 

 

HIGH

6

Develop a strategy for economic development; be proactive in building positive relationships with businesses, support downtown businesses and other desirable business types, foster entrepreneurship.

Work with the Chamber of Commerce to develop a strategy for recruiting, retaining, and sustaining the downtown businesses and enhancing the vitality of the downtown.

Develop a plan for expanding and enhancing the commercial tax base including the recruitment of new businesses.

COMMENTS:

Council recommended that the Village contact Senator Shaffer to make a connection with his office to possibly provide assistance in this area. Representative Hottinger is in regular contact with the Village and makes his assistance available. Councilmember Tegtmeyer questioned if the construction of a pathway system on open space property would constitute a permanent structure. Councilmember Mershon suggested trading land space to accommodate construction of a path on non-green space property. Councilmember Barsky commented that path construction using gravel, not asphalt, can often be considered non-permanent. Council requested that staff look into this issue and possibly advise Representative Hottinger’s office.

Councilmember Barsky suggested connecting economic development plans to the Comprehensive Plan. Vice Mayor Herman responded that a consensus, as to what direction the Village should take in regard to economic development, should be determined first. He also questioned who was responsible for leading a development plan. Mayor Hartfield and Councilmember McGowan suggested that economic development should be the Village Planner’s responsibility. Councilmember Mershon suggested that Manager Holycross should formulate a plan and set the direction on how to proceed. Councilmember Barsky recommended utilizing information in the Comprehensive Plan to proceed.

Staff should develop a framework and direction, based on information provided in the Comprehensive Plan and in conjunction with the Township, to provide a direction for future economic development.

 

PLANNED

 

 

PLANNED

 

 PLANNED

 

 

8

Complete a thorough review of staffing and associated work demands. Identify goals in attracting, training, and compensating Village employees so that personnel policies and decisions are understandable by Council and staff, and the value of employees’ compensation packages are understood in terms of the marketplace for their services. (These goals will be ongoing. Perhaps a separate standing HR committee can be formed to provide input on contract negotiations as needed as well as review personnel issues.)

COMMENTS:

Vice Mayor Herman recommended forming a standing HR committee with a specific work plan to handle staffing, compensation and evaluation issues. Mayor Hartfield expressed concern that Council should proceed cautiously so as not to micro-manage staff. Councilmember Tegtmeyer indicated that this committee could look at work load, additional staffing and budget issues involving staff. The committee would be charged with specific goals and objectives. Councilmember Mershon indicated that these functions should be left to the Village Manager who would provide Council with requests for additional staff or changes in pay grades. Council would provide a budget and goals for compensation and the Manager would handle implementation.  Mayor Hartfield agreed that Council’s responsibility was not to manage staff, but to provide for budgeting issues involving staff. Councilmember Barsky suggested rewriting the language of this goal to better reflect Council’s role in personnel policy decisions. Vice Mayor Herman indicated since staff was a strategic asset, a mechanism should be in place to monitor and structure that asset. Councilmember Barsky suggested changing the type of information sent to Council in reports, such as the Monthly Manager’s Report, from data to information.  She recommended that Council receive reports that document trends versus just data. Staff should check with other communities as to the type of reporting they provide.

This goal should be rewritten to reflect Council’s role in the oversight of personnel compensation and overall staff structure. Item #10 should be incorporated into this goal. Council recommended a change in reporting information from data to more informative/trend oriented material. Manager Holycross indicated that Council should indicate the data currently being provided that they would like to continue to receive. The question of forming a separate Personnel or HR committee was left open.

 

ON GOING

 

 

 

 

 

REMOVE

9

Evaluate the feasibility of the development of a senior center/community center including the needs for a center, the services and programs to be provided, the estimated cost for the facility, potential sources of funding, potential locations and community support.

 

 

 

 

 

Employee Payroll / Compensation

The Village has thirty-six (36) full-time employees, 16 regular part-time employees and seaonal employees. Village Personnel Policy

Go to My Pay Stub and login.