Granville Community Calendar

Council Minutes January 2, 2013

VILLAGE OF GRANVILLE

COUNCIL MINUTES

January 2, 2013

 

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

PLEDGE OF ALLEGIANCE 

ROLL CALL 

Those responding to the roll call were Councilmembers Johnson, Lerner, McGowan, Montgomery, O’Keefe, Vice Mayor Barsky, Mayor Hartfield, Manager Stilwell and Law Director King. 

APPROVAL OF AGENDA 

Councilmember McGowan moved to amend the agenda to replace Resolution No. 2013-02 with a revised Resolution No. 2013-02 and to add Resolution Nos. 2013-05 and 2013-06.  Second by Councilmember O’Keefe.  

Councilmember McGowan indicated that on the morning of December 28, 2012, he contacted Manager Stilwell and asked that Resolution No. 2013-02 be amended to separate the cost of living increase for Village employees from the merit raises.  Councilmember McGowan reported that he was advised by Manager Stilwell that it was too late to make a change.  Councilmember McGowan indicated that the resolutions being presented to Council were revisions of the original resolution.  He would like the original resolution to be pulled from the agenda and substituted with these resolutions. 

Mayor Hartfield called for a vote to amend the agenda to replace Resolution No. 2013-02 with a revised version and add Resolution Nos. 2013-05 and 2013-06.  Motion carried.    

CITIZENS COMMENTS (7:34pm) 

As no one appeared to speak, Mayor Hartfield closed Citizen Comments at 7:35pm. 

EXECUTIVE SESSION 

Vice Mayor Barsky moved to enter into Executive Session, pursuant to ORC §121.22(G)(4) – “reviewing negotiations or bargaining sessions with public employees concerning their compensation of other terms and conditions of their employment.” Second by Councilmember O’Keefe. 

Mayor Hartfield called for a roll call vote: Johnson – yes; Lerner – yes; McGowan – yes; Montgomery – yes; O’Keefe – yes; Barsky – yes; Hartfield – yes. Motion carried 7-0. Time in: 7:35pm.  

Councilmember McGowan moved to return to regular session.  Second by Vice Mayor Barsky. 

Mayor Hartfield called for a roll call vote: Lerner – yes; McGowan – yes; Montgomery – yes; O’Keefe – yes; Johnson – yes; Barsky – yes; Hartfield – yes.  Motion carried 7-0. Time in: 7:45pm.  

Council returned to regular session. 

OLD BUSINESS

There was no old business. 

NEW BUSINESS

Resolution No. 2013-01, A Resolution Authorizing the Village Manager, Finance Director and Police Chief to Execute an Agreement Between the Village of Granville and the Fraternal Order of Police, Ohio Labor Council Inc., Representing the Full-Time Police Officers and Police Sergeants, an Agreement Effective from January 1, 2013, Through December 31, 2015 was introduced and moved for approval by Vice Mayor Barsky.  Second by Councilmember Lerner. 

Discussion:

Vice Mayor Barsky commented that it was nice that both parties came together and worked to develop a good agreement.  

Manager Stilwell agreed that the agreement was fair and in keeping with agreements made in other communities. 

Mayor Hartfield called for a vote to approve Resolution No. 2013-01.  Motion carried.  Resolution No. 2013-01 was adopted. 

Resolution No. 2013-02, A Resolution to Establish the Annual Compensation Adjustment for Non-Bargaining Employees for the Fiscal Year 2013 was introduced and moved for approval by Councilmember McGowan.  Second by Vice Mayor Barsky. 

Discussion:

Councilmember Johnson asked if language should be included in this resolution authorizing the increase of the maximum annual equivalent for the cost of living increases.  Last year the legislation had language allowing the pay ranges to be increased. 

Manager Stilwell responded that in changing the legislation at a meeting, it makes it difficult to catch all aspects of the issues that should be resolved.  The cost of living increases were included in the attached Exhibit A reflecting the increase in the pay range. 

Mayor Hartfield indicated that the language used in all three of these new resolutions was cut and pasted from the original resolution.  

Councilmember O’Keefe asked how these increases would affect the budget.  Manager Stilwell provided Council with a spreadsheet showing each employee’s new pay rate and the total additional dollars.  He indicated that this spreadsheet only reflected a 1.5% pay increase for each employee and the three merit increases.  It did not reflect any additional merit increases.  Staff would bring a budget amendment to Council to adjust the budget to reflect these changes. 

Mayor Hartfield called for a vote to approve Resolution No. 2013-02.  Motion carried.  Resolution No. 2013-02 was adopted. 

Resolution No. 2013-03, A Resolution Authorizing the Village Manager to Advertise for Bids for Various Village Projects and Items Throughout 2013 was introduced and moved for approval by Councilmember McGowan.  Second by Councilmember Lerner. 

Discussion:

Vice Mayor Barsky commented that this legislation was a good idea.  It will eliminate extra steps and streamline the process allowing staff to move forward with projects more efficiently. 

Councilmember Montgomery asked if lime sludge hauling should have been included as part of this legislation.  Manager Stilwell indicated that lime sludge hauling was not included as part of this legislation as it was under the bid about last year. 

Councilmember O’Keefe asked if salt consumption should have been included.  Manager Stilwell indicated that the salt contract was separate and not part of the bid process. 

Mayor Hartfield called for a vote to approve Resolution No. 2013-03.  Motion carried.  Resolution No. 2013-03 was adopted. 

Resolution No. 2013-04, A Resolution Authorizing the Village Manager to Prepare and Submit a Letter of Interest to the Ohio Department of Transportation for Funding Through the Transportation Alternative Program for the Cherry Valley Interchange was introduced and moved for approval by Councilmember O’Keefe.  Second by Vice Mayor Barsky. 

Discussion:

Manager Stilwell indicated that this legislation was needed for ODOT in order to show the Village’s serious intent to pursue this project.  This application was requesting funding to reduce the Village’s share of the cost for improvements to the bridge and interchange.  He provided Council with a spreadsheet outlining the financing for this project. 

Mayor Hartfield called for a vote to approve Resolution No. 2013-04.  Motion carried.  Resolution No. 2013-04 was adopted. 

Resolution No. 2013-05, A Resolution to Establish Bonuses for Department Heads Based on Village Manager Evaluations was introduced and moved for approval by Councilmember O’Keefe.  Second by Vice Mayor Barsky. 

Discussion:

Councilmember Montgomery asked if the language in the last line of Section I regarding additional 1.5% increases could be explained.  Manager Stilwell indicated that this language was to allow department heads to recommend merit raises up to 1.5% for employees who were not at the top of a pay range.  

Councilmember Lerner asked if Manager Stilwell expected department heads to ask for similar merit increases for their staff like those Manager Stilwell was proposing.  Manager Stilwell indicated that he had no authority to grant any additional raises other than those outlined in these resolutions. 

Councilmember McGowan indicated that these merit raises were the first time bonuses were offered to Village employees.  Years ago employees received step increases and those were removed in order to begin an employee evaluation/merit based raise process.  Councilmember McGowan indicated that this legislation came as a surprise to him, not only because of the provision for bonuses, but because of the size of the bonuses and the last minute notice.  He indicated his support for the 1.5% increase, but questioned whether additional department heads also deserved a bonus.  He thought it was excessive that three employees would receive $5,600, while others received nothing.  Councilmember McGowan felt that in this tough economy, it was difficult to justify bonuses.  

Councilmember O’Keefe asked if the Finance Director’s salary was in range of other communities pay ranges.  Councilmember McGowan commented that the Village completed salary surveys regularly that Council had the opportunity to review. 

Mayor Hartfield commented that the Manager has tried to reward the Finance Director, in particular, for the work she has done that was above and beyond.  She was always happy to do things, very helpful and an asset to the Village.  Mayor Hartfield also appreciated the efforts of the Manager to follow through with an employee evaluation process.  Manager Stilwell added that Council had selected nine goals to pursue during their Council retreat and five of the nine goals were in the area of finance.  The Finance Director accomplished or was in the process of completing all five goals and deserved to be rewarded.  The Village was also more solvent in 2013 than 2012 as a result of the Finance Director’s work. 

Vice Mayor Barsky commented that Council gave the Village Manager the approval and responsibility to review and evaluate the staff.  She added that the Manager was tasked with improving community recognition, providing evidence-based reasons for pay increases and to account for higher expectations.  Vice Mayor Barsky indicated that evidence provided to Council would have been appreciated.  Manager Stilwell commented that a 2009 resolution gave him the authority to make these decisions. 

Councilmember Johnson asked how employees qualified for merit increases, if there was a defined process and how the percentages were justified.  He asked if the employees were advised as to how they could earn these merit raises next, if they were advised of the process this year and was the Manager trying to create a sense of competition among the employees.   Manager Stilwell indicated that staff knew of the process and was advised by email as to if they were receiving a merit payment.  He indicated that he would share that with the Councilmember. 

Councilmember Montgomery asked if staff needed to look at expanding the pay ranges next year.  Manager Stilwell indicated that staff would need to complete an extensive study to determine whether current pay ranges were in line by looking at job responsibilities and other factors. 

Councilmember McGowan commented that merit payment amounts should be decided by Council through the allotment of specific funding for that purpose and not to exceed a maximum range.  Councilmember Montgomery thought it would be helpful to designate a pool of funds as a percentage or set funding amount.  Manager Stilwell indicated that looking at non-bargaining employee compensation would be possible in 2013 as there were no contract negotiations.  

Councilmember O’Keefe indicated that she felt the bonuses were good, but asked how the 5% bonus was determined.  Manager Stilwell indicated that there was a point value between fifty and eighty with a standard level set.  Merit raises were allotted to some who were above the standard and based on meeting individual goals.  Responsible individuals should be recognized for doing a job well done.  All six department heads worked hard and made accomplishments, but three merited additional recognition. 

Councilmember O’Keefe asked if giving these merit increases was legal.  Law Director King indicated that he thought they were, but he would check. 

Councilmember Lerner asked if employees were made aware of the results of their evaluations.  Manager Stilwell responded in the affirmative.

Mayor Hartfield asked if the employees were advised of whether they were receiving a merit increase.  Manager Stilwell indicated that they received an email.  Mayor Hartfield added that Council asked the Manager to develop an evaluation process.  She was reluctant to change what the Manager recommended and saw that as micro-managing. 

Law Director King indicated that a more extensive discussion could cause these records to become public record.  Councilmember Lerner asked if the evaluation were public record.  Law Director King indicated that he thought they were not, but would confirm.  Law Director King recommended that the language of the resolution may need to be changed from using shall to may. 

Councilmember Lerner moved to change the language in the last line of Section 1 to “Other non-bargaining full-time employees may be provided a maximum of 1.5% increase within the existing pay range of each position.”  Second by Councilmember McGowan. 

Mayor Hartfield called for a vote to amended Resolution No. 2013-05.  Motion carried.  Resolution No. 2013-05 was amended. 

Mayor Hartfield called for a roll call vote to approve Resolution No. 2013-05 as amended:  Councilmembers Lerner – yes, McGowan – no, Montgomery – yes, O’Keefe – yes, Johnson – no, Vice Mayor Barsky – yes and Mayor Hartfield – yes.  Motion carried 5-2.  Resolution No. 2013-05 was approved as amended. 

Ordinance No. 01-2013, An Ordinance Accepting an Application for the Annexation to the Village of Certain Real Properties Located on Columbus Road and Weaver Road, Totaling 32,036+/- Acres was introduced and a hearing date recommended for January 16, 2013 by Vice Mayor Barsky.  Second by Councilmember O’Keefe. 

Mayor Hartfield scheduled a public hearing for Ordinance No. 01-2103 for January 16, 2013. 

REVIEW OF MINUTES 

Regularly Scheduled Meeting of December 19, 2012

Councilmember O’Keefe made a motion to approve the December 19, 2012 minutes.  Second by Councilmember McGowan.   Motion carried.

COMMITTEE REPORTS    

Granville Education Foundation – (Lerner) 

No report

Granville Foundation – (Montgomery)

No report. 

Granville Recreation District – (McGowan)

No report.  

Planning Commission – (Johnson)

No report

Open Space Committee (O’Keefe)

No report.

Tree & Landscape Commission – (Lerner)

No report.

Union Cemetery – (Barsky)

Vice Mayor Barsky reported that the Board was seeking a grant that would cover some of the costs of using the Fannins.  The grant would require financial support in the amount of $5,000 from each entity.  She indicated that she would be brining this discussion to Council at a later date.  The Board was proposing an idea to split the costs of the upkeep of the cemetery.  The Village would be responsible for the maintenance of the trees while the Township would take care of ground maintenance.  The Board would develop a memorandum of understanding outlining the responsibilities of each municipal entity.  The Board continued to determine what additional restoration would be needed and possible.  The restoration process has almost reached the point where restorations may be too cost prohibitive for the results available. 

OTHER COUNCIL MATTERS 

Councilmember McGowan commented that the Village’s Service Department has done a good job in keeping up the clearing streets and sidewalks during the several snowfalls. 

Councilmember McGowan also suggested that the café seating for local businesses should not extend to the end of December, but end at an earlier date.  There is a business whose furniture was still on the sidewalk.  Manager Stilwell indicated that Council could change the time period that allows businesses to extend their café seating. He mentioned that the café seating was heavily used during the Candlelight Walking Tour.  Manager Stilwell indicated that all the businesses that extended their café seating through December 31st were advised that the furniture needed to be removed.  Staff will be sure to follow-up. 

Councilmember McGowan indicated that he was approached by a resident regarding additional signage added by a downtown business that had not been approved by the Planning Commission.  

Vice Mayor Barsky mentioned that the Village Office’s sidewalk had not been cleared during one of the resent snowfalls.  The Library sidewalk was also in bad condition. 

OTHER STAFF MATTERS 

Manager Stilwell advised Council that new Law Director Michael King was moving into his office in Village Hall and working on developing a schedule.  

Law Director King advised Council that he would like to meet with each Councilmember in the next several weeks. 

Manager Stilwell advised Council that several capital improvement projects were complete including the installation of the new generator, painting a portion of Village Hall and the renovation of the Council Chamber sound system.  There are several projects still underway including recarpeting a portion of Village Hall, basement upgrades and the technology upgrade of Council Chambers. 

ADJOURNMENT (9:08pm) 

Councilmember McGowan made a motion to adjourn.  Second by Councilmember Johnson.  Motion carried. 

Employee Payroll / Compensation

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

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