Village of Granville
August 3, 2011
CALL TO ORDER (by Mayor Hartfield at 7:30pm)
PLEDGE OF ALLEGIANCE
Those responding to the roll call were Councilmembers Lerner, McGowan, Mershon, O’Keefe, Vice Mayor Herman, Mayor Hartfield, Law Director Crites and Village Manager Stilwell.
APPROVAL OF ABSENT COUNCILMEMBER
Councilmember O’Keefe moved to excuse Councilmember Barsky. Second by Councilmember Lerner. Motion carried 6-0.
APPROVAL OF AGENDA
Councilmember McGowan moved to approve the agenda as presented. Second by Councilmember O’Keefe. Motion carried 6-0.
CITIZEN COMMENTS (7:33pm)
As no one appeared to speak, Mayor Hartfield closed Citizen Comments at 7:34pm.
Mayor Hartfield gave the Oath of Office to Manager Stilwell. She welcomed Steve and his wife, Sally, to the community and stated that they are thankful to have them there.
PUBLIC HEARING (7:35pm)
Ordinance No. 29-11, An Ordinance to Amend Ordinance No. 22-10 Providing for Adjustments to the Annual Budget for the Fiscal Year 2011 and Revising Sums for Operating Expenses
As no one appeared to speak, Mayor Hartfield closed the public hearing for Ordinance No. 29-11 at 7:35pm.
Ordinance No. 29-11, An Ordinance to Amend Ordinance No. 22-10 Providing for Adjustments to the Annual Budget for the Fiscal Year 2011 and Revising Sums for Operating Expenses was introduced and moved for approval by Councilmember McGowan. Second by Councilmember O’Keefe.
Councilmember McGowan questioned if this ordinance would change the terms of payment when a person was in an accident that damaged Village property. He wondered if returned funds would go into the general fund. Manager Stilwell indicated that most insurance carriers handle costs associated with an accident and any returned funds were directed to the general fund. Manager Stilwell stated that the light hit on State Route 16 and Cherry Valley Road was covered by the Village insurance as the driver of the vehicle was not identified.
Councilmember O’Keefe asked about the digging taking place on Newark-Granville Road. Manager Stilwell stated that the Village was grinding strips to give sufficient depth for repaving and doing pothole work. He stated that he would look into this matter and get back to Council.
Mayor Hartfield called for a roll call vote to approve Ordinance No. 29-2011: Lerner (yes); McGowan (yes); Mershon (yes); O’Keefe (yes); Vice Mayor Herman (yes); Mayor Hartfield (yes). Motion passed 6-0. Ordinance No. 29-2011 was approved.
Ordinance No. 30-11, An Ordinance to Permit the Demolition of a Wooden Garage with Attached Shed at 425 North Granger Street was introduced and moved for approval by Councilmember Mershon. Second by Vice Mayor Herman.
Councilmember Mershon indicated that there was a revision to the statute to change demolition requests such as these from an ordinance to a resolution. He stated that this change would not delay the applicant and as the application was already reviewed by the Planning Commission and residents were given an opportunity to oppose the application, the Village Council should not delay the process any further.
Council discussed that there could be times when an ordinance was more appropriate than the use of a resolution for demolition requests. Mayor Hartfield indicated that Council could still request passage by ordinance in lieu of a Resolution. Law Director Crites indicated that if Council felt more time for approval was needed then provided by a resolution, Council could table the resolution.
Councilmember Mershon made a motion to amend Ordinance No. 30-2011 to be changed to Resolution No. 2011-46 and word “ordained” in the third (3rd) paragraph be replaced with the word “resolved.” Second by Vice Mayor Herman.
Mayor Hartfield called for a roll call vote to amend Ordinance No. 29-2011 to Resolution 2011-46: McGowan (yes); Mershon (yes); O’Keefe (yes); Lerner (yes); Vice Mayor Herman (yes); Mayor Hartfield (yes). Motion passed 6-0. Ordinance No. 29-2011 was amended.
Mayor Hartfield called for a vote to approve Resolution No. 2011-46 as amended. Motion passed 6-0. Resolution No. 2011-46 was approved as amended.
Ordinance No. 31-11, An Ordinance to Amend Ordinance No. 22-10 Providing for Adjustments of the Annual Budget for the Fiscal Year 2011 and Revising Sums for Operating Expenses for the Extension of the South Main Street Waterline was introduced and a hearing date recommended for August 17, 2011 by Vice Mayor Herman. Second by Councilmember O’Keefe.
Mayor Hartfield scheduled a public hearing for Ordinance No. 31-2011 for the August 17, 2011 Council meeting.
Resolution No. 11-38, A Resolution To Award the Contract for the South Main Street Stand-By Pump and Authorize the Village Manager to Enter into an Agreement for Said Project was introduced and moved for approval by Councilmember McGowan. Second by Councilmember O’Keefe.
Councilmember O’Keefe asked what the base bid entailed. Mayor Hatfield indicated that the base bid did not include any extra costs.
Vice Mayor Herman noted that he had some concerns with the bid qualification information submitted by Bird & Bull. He indicated that there was a “certain sloppiness” that concerned him, especially after recent issues. Manager Stilwell indicated that he could get a representative from Bird & Bull to address Council about these matters. Council indicated that Engineer Jerry Turner of Bird & Bull recently met with Council and an additional meeting would not be necessary. Mayor Hartfield asked that Bird & Bull be questioned about the bid submitted and what the description “experienced documentation” means.
Councilmember O’Keefe stated that one company profile mentioned a certificate of compliance. She questioned if a company profile and experience documentation was sufficient information to select a bid recipient. Councilmember Mershon stated that further information such as the insurance and certificate of compliance were required for the contract and not part of the bidding process. He added that was also unsure what the difference was between a certificate of compliance and experienced documentation.
Mayor Hartfield called for a vote to approve Resolution No. 11-38. Motion carried 6-0. Resolution No. 11-38 approved.
Resolution No. 11-44, A Resolution of Appreciation to the Members of the Charter Review Commission was introduced and moved for approval by Councilmember O’Keefe. Second by Councilmember Lerner.
Vice Mayor Herman requested that copies of the resolution be sent to the members of the committee. He also made a friendly amendment to correct the spelling of Dan Bellman’s name in the Resolution (Where As section).
Mayor Hartfield called for a vote to approve Resolution No. 11-44. Motion carried 6-0. Resolution No. 11-44 approved.
Resolution No. 11-45, A Resolution to Authorize the Village Manager to Enter into an Agreement with Red Oak Consulting to Conduct a Water and Rate Survey.
Vice Mayor Herman stated that he does not have a problem with the rationale of this resolution. He questioned if the cost for training sessions at $3,200 should be applied. He indicated that software options were great, but if the user was not trained in using the software, it was essentially useless. He questioned if the additional training should be applied to the overall cost. Manager Stilwell agreed that the use of the program model would be useless if staff was not trained to use it.
Councilmember Mershon indicated that he questioned the final cost of the proposal, was it $8,000 or $14,200? Mayor Hartfield stated that she thought the cost would not exceed $8,000. Councilmember Mershon clarified that the $8,000 was the base cost with additional options offered. Manager Stilwell stated that there was some training included in the initial $8,000 proposal including a user manual. Manager Stilwell stated that he was not part of the review process for this bid. He indicated that Acting Village Manager Feldman stated the $8,000 level was determined after a review of funds available in the water fund. He added that he would work with the consulting firm to keep costs at the $8,000 level and ensure sufficient training would be included to use this model. Manager Stilwell indicated any additional cost increases would be brought back to Council for approval. Council indicated their approval for this process.
Councilmember O’Keefe asked when the survey would begin. Manager Stilwell indicated as soon as possible. Councilmember O’Keefe stated that the consulting firm would be addressing the inequality in rates. Council discussed an email sent by Councilmember Lerner regarding a resident that contacted her about residents who pay for water and not sewer services. Councilmember Mershon indicated that there were residents who only have water service and no sewer service. Manager Stilwell stated that billing rates are based on the amount of water used. There were approximately 1500 water and sewer customers. Councilmember Lerner asked if there were any red flags with residents that pay low amounts. Manager Stilwell stated that the current system did not have red flag indicators that identify rate variations. Manager Stilwell stated that the water department tries to reconcile differences in water pumped versus water billed. Councilmember McGowan questioned if the resident, who contacted Councilmember Lerner, could have a broken water meter. Manager Stilwell indicated that if a specific address could be provided, staff would be happy to determine if there was a problem.
REVIEW OF MINUTES
Regularly Scheduled Meeting of July 20, 2011
Councilmember O’Keefe made a motion to approve the July 20, 2011 minutes as amended. Second by Councilmember Barsky. Motion carried 6-0.
Economic, Finance, Personnel Committee (Council as a Whole)
Granville Foundation (Mershon)
Light, Safety, Streets/Sidewalks, Utility Committee (Hartfield, Herman, McGowan)
Planning Commission (O’Keefe)
Councilmember O’Keefe reported that Metropolitan Partners had a tenant for two-thirds of the Shurtz building, Verizon. She stated that two signs were approved that required variances with one sign proposed for the roof and the other being a monument sign. Councilmember O’Keefe stated that the signage was approved with stipulations that any lighting to be turned off at 11:00pm. The Planning Commission decreased the original size of the signage requested. Councilmember McGowan questioned why signage for a roof was approved as this appears to be a billboard for the entrance into Granville. Councilmember McGowan stated that the Village did not allow this much signage for Bob Evans and Ross’ Granville Market. He stated that they need to treat people fairly and equally. Vice Mayor Herman stated that the language in the minutes appeared to indicate that all signs in this zoning district could be changed. Vice Mayor Herman stated that Mr. Johnson’s motion states that the square footage for all signs in the zoning district should be changed. Manager Stilwell stated that he would need to talk with the Planner Terry regarding this matter. Councilmember Mershon agreed that the signage required multiple variances. He stated that one of the variances was due to the TCOD requirements. He added that Village staff and the Planning Commission have chafed at TCOD requirements indicating that they were unduly restrictive. Councilmember Mershon questioned if the TCOD requirements should be reviewed and possibly changed. Councilmember McGowan stated that the Village spent a lot of time with the Village Gateway District code because as this area was a gateway for the community. He asked how these requirements could have changed in one hour. Mayor Hartfield stated that the provisions for signs in the Village Gateway District were copied from the Suburban Business District. She indicated that this same sign code language was used for Bob Evans and Arby's. Law Director Crites indicated that he would contact Planner Terry checking the appeal process regulations and reviewing the minutes from the Planning Commission meeting. Councilmember McGowan indicated that it appeared that a majority of Council would like to see this sign approval addressed.
Planning & Zoning Committee (Barsky, Hartfield, O’Keefe)
Councilmember O’Keefe indicated that a public hearing to review the Comprehensive Plan would be held on September 1, 2011.
Granville Recreation District (McGowan)
Tree & Landscape Commission (Lerner)
Union Cemetery (Barsky)
OTHER COUNCIL MATTERS
Councilmember Mershon indicated that for the last year the Village had not been updating the ordinances, minutes, and resolutions on the website since June, 2010. He requested that this information be updated.
Mayor Hartfield stated that there were four seats up for election this fall. She indicated that the filing deadline was August 10, 2011. She asked that any Councilmember running for re-election should advise the media. Councilmember O’Keefe indicated hat she had taken out a petition. Vice Mayor Herman stated that running for re-election was a family decision and appreciated Mayor Hartsfield’s request. Councilmember Mershon stated that hopefully incumbents and others would seek a spot on Village Council.
Councilmember McGowan made a motion to adjourn. Second by Councilmember O’Keefe. Motion carried 6-0.