Granville Community Calendar

Council Minutes January 6, 2016

VILLAGE OF GRANVILLE

COUNCIL MINUTES

January 6, 2016

CALL TO ORDER (by Mayor Hartfield at 7:31pm) 

PLEDGE OF ALLEGIANCE

ROLL CALL 

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

APPROVAL OF AGENDA 

Councilmember McGowan moved to remove the Remand Hearing from the agenda and move it to the January 20, 2016 agenda.  Second by Councilmember Lerner.  Motion passed. 

CITIZENS COMMENTS (7:33pm) 

As no one appeared to speak, Mayor Hartfield closed Citizen Comments at 7:34pm.

PRESENTATION

Mayor Hartfield swore in part-time police officer Heather Jackson and full-time officer Anthony Southard.  Chief Caskey thanked Council for this opportunity to introduce these new officers.  He indicated that there were thirty applicants for the one full-time position.  He also described the selection process and introduced each officer and their families.

EXECUTIVE SESSION

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

Mayor Hartfield called for a roll call vote: Johnson – yes; Lerner – yes; McGowan – yes; O’Keefe – yes; Finkelman – yes; Montgomery – yes; Hartfield – yes. Motion carried 7-0. Time in: 7:43pm. 

Councilmember McGowan moved to return to regular session.  Second by Councilmember Lerner.

Mayor Hartfield called for a roll call vote:  Lerner – yes; McGowan – yes; O’Keefe – yes; Finkelman – yes; Johnson – yes; Montgomery – yes; Hartfield – yes. Motion carried 7-0. Time out: 8:01pm. 

OLD BUSINESS

There was no Old Business. 

NEW BUSINESS

Resolution No. 2016-01, A Resolution to Authorized the Village Manager to Advertise for Bids for Various Village Projects and Items Throughout 2016 was introduced and moved for approval by Councilmember McGowan.  Second by Councilmember Lerner. 

Discussion:

Councilmember O’Keefe asked if the new HVAC system would be more energy efficient.  Manager Stilwell responded in the affirmative. 

Councilmember Johnson asked if the Village was still contracting with the Granville Recreation District as much regarding ground maintenance.  Manager Stilwell stated that there was no longer much sharing of mowing.  The Rec District paid to have the sports fields (Wildwood Park and the Great Lawn) mowed extra so the fields were appropriate for sports play.  Some collaboration still happened within the park areas.

Mayor Hartfield called for a vote to approve Resolution No. 2016-01.  Motion carried.  Resolution No. 2016-01 was adopted. 

Resolution No. 2016-02, A Resolution to Designate the Clerk of Council to Attend the Required Trainings Related to Public Records Laws and Sunshine Laws on Behalf of the Village Council was introduced and moved for approval by Councilmember McGowan.  Second by Councilmember Lerner.

Discussion:

Clerk Prasher advised that there were currently two training opportunities so far locally – February 23rd in Marysville and March 18th in New Lexington.  Council members were welcome to attend by advising the Clerk to register for the training.

Mayor Hartfield called for a vote to approve Resolution No. 2016-02.  Motion carried.  Resolution No. 2016-02 was approved. 

Resolution No. 2016-03, A Resolution to Appoint a member to the Union Cemetery Board of Trustees was introduced and moved for approval by Councilmember O’Keefe.  Second by Vice Mayor Montgomery.

Discussion:

Councilmember Johnson moved to appoint Councilmember McGowan to the Union Cemetery Board.  Second by Councilmember O’Keefe 

Mayor Hartfield called for a vote to amend Resolution No. 2016-03 to appoint Councilmember McGowan as the Council representative to the Union Cemetery Board.  Motion carried. 

Mayor Hartfield called for a vote to approve Resolution No. 2016-03 as amended.  Motion carried.  Resolution No. 2016-03 was adopted. 

Resolution No. 2016-04, 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, 2016, Through December 31, 2018 was introduced and moved for approval by Councilmember McGowan.  Second by Vice Mayor Montgomery. 

Discussion:

The Mayor thanked staff and the officers for moving the negotiations forward and confirming a contract. 

Mayor Hartfield called for a vote to approve Resolution No. 2016-04.  Motion carried.  Resolution No. 2016-04 was adopted. 

REVIEW OF MINUTES

Regularly Scheduled Meeting of November 18, 2015

Councilmember O’Keefe made a motion to approve the November 18, 2015 minutes.  Second by Councilmember McGowan.   Motion carried. 

Regularly Scheduled Meeting of December 2, 2015

Councilmember Johnson made a motion to approve the December 2, 2015 minutes as amended.  Second by Councilmember O’Keefe .   Motion carried. 

MAYOR'S REPORT – November

The Mayor's report for the month of November was presented for review. 

Councilmember McGowan moved to accept the November Mayor’s Report. Second by Councilmember O’Keefe.  Motion carried.

Mayor Hartfield instructed the report be filed with the Clerk. A copy of the report will be included as part of these minutes. 

MANAGER'S REPORT – November

The Manager's Report for the month of November was presented for review. 

Vice Mayor Montgomery asked for information regarding the GoBus program mentioned in the report.  Manager Stilwell stated that GoBus was a private corporation developing a rural inter-city bus service.  Denison was requesting a stop in the Village for the bus service between Wooster and Columbus. A stop currently existed in Newark, but Denison was requesting a stop in Granville.  Denison and the Village met with GoBus to discuss possible stop locations.  Discussions would be ongoing.

Councilmember Finkelman moved to accept the November Manager’s Report.  Second by Councilmember McGowan.  Motion carried. 

COMMITTEE REPORTS   

Granville Community Foundation – (Montgomery)

No report.

Granville Recreation District – (McGowan)

No report. 

Planning Commission – (Johnson)

No report.

Granville Arts Commission (O’Keefe)

No report. 

Open Space Committee (O’Keefe)

No report

Tree & Landscape Commission – (Lerner)

No report.

Union Cemetery – (McGowan)

No report.

OTHER COUNCIL MATTERS

Council discussed the 2016 committee and Council sub-committee assignments.  Mayor Hartfield indicated that most Councilmembers were being assigned to their first choice committees.  She thanked Councilmember McGowan for his willingness to serve on the Union Cemetery Board and Councilmember O’Keefe for being willing to serve on the Planning & Zoning Committee.  Assignments would change as follows:

  • Granville Education Foundation – Michelle Lerner
  • Granville Recreation District – Jeremy Johnson
  • Planning Commission – Robert Montgomery
  • Open Space Committee – Dan Finkelman
  • Tree & Landscape Commission –
  • Union Cemetery Board – Matt McGowan

Council sub-committee assignments: 

  • Economic, Finance and Personnel – Matt McGowan and Dan Finkelman
  • Lights, Streets/Sidewalks, Safety and Utilities – Rob Montgomery and Michelle Lerner
  • Planning & Zoning – Jackie O’Keefe and Jeremy Johnson

Mayor Hartfield asked Council to consider if anyone was interested in serving on the Tree & Landscape Commission in addition to their existing committee.  Clerk Prasher advised that she would provide Councilmembers with the contact information for each of their committee chairs, as appropriate.

Councilmember O’Keefe asked if the Planning & Zoning Committee still anticipated making four amendments to the Village Code.  Manager Stilwell advised that the intention was still the same, but until a new planner was hired that process would be on hold.

Mayor Hartfield advised Council that they must approve the Rules of Council by the first meeting in February.  Council was provided with a copy of the existing rules at for this meeting.  Council was asked if there were any proposed changes to the rules.  Vice Mayor Montgomery felt that the Citizens Comment portion of the Council meeting had gotten out-of-hand.  Residents were not providing comments, but attempting to engage in discussion.  Councilmember McGowan suggested that a five minute limit instruction be added to the agenda.  Mayor Hartfield expressed concern about the need to maintain openness and not discourage residents from coming to Council to express their concerns.  Granville was a small community and it was important that Council listen to our residents and be responsive.  However, civility was important and poor behavior was not to be condoned.  Councilmember O’Keefe preferred that the process remain open even if Council had to sustain some unpleasantness.  Councilmember Lerner commented that the rules needed to be enforced equally.  Councilmember Johnson said that there were Public Hearings that permitted residents to express their opinions, ask questions and engage in a more in-depth exchange.  Public Comments were just that; an opportunity to state your concerns without receiving feedback from Council or engaging in a discussion.  The City of Columbus allowed residents to speak for three minutes, then the microphone was turned off.  Councilmember Finkelman indicated that he was not averse to reminding residents that civility and courtesy was expected by residents when addressing Council and the other audience members.  Nothing less would be tolerated.  He felt that Council should be quick to stop uncivil, rude or disrespectful behavior.

Council asked if staff could provide information regarding parliamentary procedures.  Clerk Prasher would email a brief explanation of basic parliamentary rules.

Mayor Hartfield advised Council that following the election Village Council had held a Council retreat to discuss future goals and objectives.  This year would be a Council retreat year.  She asked Council how they would like to proceed this year as the Village Manager would be leaving.  Council determined that they would like to hold a retreat, but instead of setting new goals, relook at the 2012 and 2014 goals to determine the status and if additional work was necessary.  Council scheduled the retreat for February 6th from 9:00am until noon in the Carriage House at the Bryn Du Mansion. 

Councilmember Finkelman expressed his concern about the innuendo and the selection of facts reported on the Granville Walks blog.  He indicated that he appreciated citizens who were engaged and provided Council with both positive and negative commentary.  However, that commentary had to be based on accurate information. The public had no other source of information if Council did not provide accurate information.  He suggested that Council be proactive and provide the public with a summary of the correct facts.  This type of journalism did not address the collateral damage that it could cause and the public had no other source of information in which to evaluate those articles.  Councilmember Lerner suggested that Council put together a positon statement to provide to the public.  Councilmember McGowan agreed, adding that there was not a need to respond to existing articles, but provide residents with what the Village what community action the Village was taking.  Vice Mayor Montgomery commented that it was Council’s job to set good policy for the community and providing the community with that same information. 

Councilmember O’Keefe asked about the search efforts for a Village Planner.  Manager Stilwell indicated that a second round of applications was being accepted through January 8th.  Staff would then move forward with interviews and the selection process.

Vice Mayor Montgomery asked about the search for a new Utility Clerk.  Manager Stilwell indicated that interviews were complete and background checks were being completed.  Staff was hoping to have someone to start February 1st.  This position would be expanded to include receptionist duties as the downstairs staff and positions would be changing in 2016 due to retirements of staff.

OTHER STAFF MATTERS

Manager Stilwell provided Council with an updated date of departure and information about possible recruiting firms that would help with the selection of a new Village Manager.  Council might want to form an ad hoc committee to determine how the process would move forward.  He stated that Council needed to address his departure and his original date of August might not serve the community and could be preventing decisions from being made now.  A search firm could be used to provide guidance in identifying the Village’s needs and finding a candidate that could best address those needs. Councilmember McGowan asked if Village Council would try to find someone first and then use a search firm.  Councilmember Finkelman indicated his support for using a recruiting firm and volunteered to help with the process.  He felt that search firms were able to seek out candidates that would not normally apply.  Councilmember O’Keefe and Mayor Hartfield expressed concern about using a search firm as previous firms provided horrible service.  Councilmember Johnson asked if there were specific decisions not being made currently.  Manager Stilwell responded that there were a number of issues that were both external and internal to the organization that need active participation and the hiring of a new manager would allow those items to keep moving forward.  Councilmembers Finkelman, O’Keefe, and Vice Mayor Montgomery volunteered to serve on the committee.  Councilmember Johnson also indicated his interest in providing assistance.   Staff would organize a meeting and beginning reviewing hiring processes. 

ADJOURNMENT (9:28pm) 

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

Go to My Pay Stub and login.