Granville Community Calendar

Council Minutes March 2, 2016

VILLAGE OF GRANVILLE

COUNCIL MINUTES

March 2, 2016

CALL TO ORDER (by Mayor Hartfield at 7:32pm)

PLEDGE OF ALLEGIANCE

ROLL CALL 

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

Councilmember Lerner moved to excuse Councilmember Finkelman.  Second by Councilmember O’Keefe.  Motion passed. 

APPROVAL OF AGENDA

Councilmember McGowan moved to approve the March 2, 2016 agenda.  Second by Councilmember Johnson.  Motion passed. 

CITIZENS COMMENTS (7:33pm) 

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

APPEAL HEARING

Appeal of Decision by Granville Board of Zoning and Building Appeals to Appeal Application #2015-23, for a Variance for Off-Street Parking Requirements

Mayor Hartfield announced that the Appeal Hearing was postponed until the next Council meeting on March 16, 2016 per a request from the Appellant.

OLD BUSINESS

Ordinance No. 12-2015, An Ordinance to Amend Sections 1135.01 and 1169.02 of the Codified    Ordinances of the Village of Granville, Ohio Pertaining to Zoning Definitions and Permitted and Conditional Uses in the Institutional District   

Mayor Hartfield indicated that the Public Hearing was held open for Ordinance No. 12-2015 from the November 18, 2015 Council meeting.  Council decided that this Ordinance should be tabled until the court decision regarding the Conditional Use application for Denison’s solar array was resolved.  As the legal action was still ongoing, Council left Ordinance No. 12-2015 on the table until the August 3, 2016 meeting. 

Councilmember Johnson reiterated that he was interested in seeing the issue of solar arrays addressed in all Village zoning districts.  Councilmember Lerner concurred. 

NEW BUSINESS

Resolution No. 2016-14, A Resolution to Award the Contract for Grounds Maintenance for 2016, as Per Specifications, to Legend Lawn and Landscape, and to Authorize the Village Manager to Enter into an Agreement Therefor was introduced and moved for approval by Councilmember McGowan.  Second by Councilmember O’Keefe. 

Discussion:

Manager Stilwell indicated that Legend Lawn and Landscape bid less this year than the previous year.  Legend Lawn completed the work over the past several years and did a good job.

Vice Mayor Montgomery expressed concern about other local contractors who were using snow blowers to remove snow at 4:00 am in the morning.  Mayor Hartfield suggested that the police department should be notified and the contractor would be advised.

Mayor Hartfield called for a vote to approve Resolution No. 2016-14.  Motion carried.  Resolution No. 2016-14 was approved. 

Resolution No. 2016-15, A Resolution to Award the Contract to Replace the HVAC Equipment in Village Hall to Luikart Heating and Cooling was introduced and moved for approval by Councilmember McGowan.  Second by Councilmember O’Keefe.

Discussion:

Clerk Prasher advised Council of the reason for the selection of Luikart Heating and Cooling.  Their bid provided a higher efficiency furnace, with a stronger warranty, an energy star rating and additional features.  Luikart was also the installer of the existing units and provided service for the past twenty years. 

Mayor Hartfield called for a vote to approve Resolution No. 2016-15.  Motion carried.  Resolution No. 2016-15 was approved.

Law Director King advised Council that the following café seating resolution may be approved together unless there was an objection to one of the resolutions, then that resolution would need to be approved separately. 

Councilmember McGowan was introduced and moved for approval Resolution Nos. 2016- 16 through 24.  Second by Councilmember Johnson 

Resolution No. 2016-16, A Resolution to Authorize the Non-Permanent Installation of a Sidewalk Café on the Public Sidewalk at 122 East Broadway in Front of the Business Known as the Aladdin for Calendar Year 2016, Subject to Restrictions

Resolution No. 2016-17, A Resolution to Authorize the Non-Permanent Installation of a Sidewalk Café on the Public Sidewalk at 126 East Broadway in Front of the Business Known as The Pub on Broadway for Calendar Year 2016, Subject to Restrictions 

Resolution No. 2016-18, A Resolution to Authorize the Non-Permanent Installation of a Sidewalk Café on the Public Sidewalk at 128 East Broadway in Front of the Business Known as the Moe’s Barbeque for Calendar Year 20165, Subject to Restrictions 

Resolution No. 2016-19, A Resolution to Authorize the Non-Permanent Installation of a Sidewalk Café on the Public Sidewalk at 132 East Broadway in Front of the Business Known as the Village Coffee for Calendar Year 2016, Subject to Restrictions

Resolution No. 2016-20, A Resolution to Authorize the Non-Permanent Installation of a Sidewalk Café on the Public Sidewalk at 134 East Broadway in Front of the Business Known as the Day y Noche for Calendar Year 2016, Subject to Restrictions

Resolution No. 2016-21, A Resolution to Authorize the Non-Permanent Installation of a Sidewalk Café on the Public Sidewalk at 138 East Broadway in Front of the Business Known as the Whit’s Frozen Custard for Calendar Year 2016, Subject to Restrictions 

Resolution No. 2106-22, A Resolution to Authorize the Non-Permanent Installation of a Sidewalk Café on the Public Sidewalk at 127 East Broadway in Front of the Business Known as the Dragon Village for Calendar Year 2016, Subject to Restrictions 

Resolution No. 2016-23, A Resolution to Authorize the Non-Permanent Installation of Sidewalk Seating on the Public Sidewalk at 125 East Broadway in Front of the Business Known as “Granville Area Chamber of Commerce” for Calendar Year 2016, Subject to Restrictions

Resolution No. 2016-24, A Resolution to Authorize the Non-Permanent Installation of a Sidewalk Café on the Public Sidewalk at 138 North Prospect Street in Front of the Business Known as “Mai Chau on Prospect” for Calendar Year 2016, Subject to Restrictions

No discussion. 

Mayor Hartfield called for a vote to approve Resolution Nos. 2016-16 through 24.   Motion carried.  Resolution Nos. 2016-16 through 24 were adopted 

Ordinance No. 01-2016, An Ordinance to Authorize the Village Manager to Extend the Lease Agreement with Denison University for Maintaining a Pathway Between Chapin Place and New Burg Street was introduced and requested a public hearing be set for March 16, 2016 by Councilmember Johnson.  Second by Councilmember Lerner. 

Manager Stilwell thanked Denison for the courtesy of extending the lease and for supporting the community through this extension. 

Mayor Hartfield scheduled a public hearing for Ordinance No. 01-2016 for March 16, 2016.

REVIEW OF MINUTES

Regularly Scheduled Meeting of February 17, 2016

Councilmember McGowan made a motion to approve the February 17, 2016 minutes.  Second by Councilmember Johnson.   Motion carried.

COMMITTEE REPORTS   

Granville Community Foundation – (Lerner)

No report

Granville Recreation District – (Johnson)

Councilmember Johnson advised that the Rec District questioned if the Village Bench Policy was to be followed if they add benches to their parks or when they accept donations for benches.  Manager Stilwell responded that most of the Rec District parks were not Village owned property.  Their parks were mostly in Granville Township and/or owned by the Evans Foundation.  Mayor Hartfield suggested that the Rec District be responsible for the benches in their parks and if a bench was requested for a Village park, then the Village could review the request. 

Planning Commission – (Montgomery)

Councilmember Montgomery reported that the Planning Commission did not receive any applications for the February 22, 2016 meeting.  Councilmember Lerner asked if someone had resigned from the Planning Commission.  Manager Stilwell indicated that the school district representative Tim Klingler resigned.  The Village shared the most recent application for the Planning Commission with the school district. 

Granville Arts Commission (O’Keefe)

Councilmember O’Keefe reported that the Commission approved two grant requests for a Denison creative performance and the Bryn Du Art Show. 

Open Space Committee (Finkelman)

No report.

Tree & Landscape Commission – (Lerner)

Councilmember Lerner reported that the plans to finish Opera House Park were finalized.  The plans would be put out to bid with an anticipated construction date after the July 4th celebration.

Union Cemetery – (McGowan)

No report.

OTHER COUNCIL MATTERS 

Vice Mayor Montgomery advised Council that the Lights, Streets/Sidewalks and Utilities Committee met recently and discussed the installation of crosswalk countdown unit at the three major intersections.  He would like staff to confirm the cost and installation charges for these units and propose a budget amendment in June of 2016 to purchase these units.  The community seemed to be in support of this project.  Vice Mayor Montgomery asked Chief Caskey if he was supportive of installing pedestrian crosswalk signals.  Chief Caskey indicated his support for upgrading pedestrian safety. 

Councilmember McGowan suggested just installing one set, at one intersection as a trial. 

Councilmember Johnson wanted to look at the fiscal cost differences between installing one unit versus three.  The Village 2015 revenues were more than expected, so the Village had the ability to financially move forward with this project.  Manager Stilwell indicated that there would be costs associated with installing additional poles at each intersection, but the economy of doing three intersections could provide some cost savings. 

Councilmember O’Keefe asked if there were grants opportunities.  Manager Stilwell responded that with appropriate timing the Village could apply to the Safe Route to Schools for possible ODOT funding.

Councilmember Lerner indicated her support for installing units powered by solar energy. 

Councilmember McGowan asked if staff had priced out the small sandwich board type signs that sit at crosswalks to remind vehicular traffic to stop for pedestrians. 

Councilmember O’Keefe asked if Marathon would be working on the portion of the pipeline within the Village limits.  Manager Stilwell reported that Marathon advised the Village that no work would be done with the Village limits.  The portion of the pipeline that needed replaced was in the Township. 

Councilmember Johnson asked what the construction was that took place on East Broadway at North Granger Street last week.  Manager Stilwell advised that Columbia Gas replace a leaking gas line.  They would be back when whether improved to complete the final repairs to the roadway. 

Councilmember Johnson also asked about the trees that were being removed across from St. Edward’s Catholic Church.  Manager Stilwell advised that those were additional Ash trees that needed to be removed. 

OTHER STAFF MATTERS

Manager Stilwell reminded Council about the art forum being held at the Bryn Du Mansion from 9:00am until noon on Saturday, March 5th to discuss the future of art within the community. 

Law Director King advised Council that he received a request from Judge Marcelain’s bailiff for a copy of the transcript for the remand hearing.  Clerk Prasher requested that transcript and Law Director King reported that he filed it under seal with the court.  Additionally, the Village received an appeal of Council’s Finding of Fact regarding filed by the appellant’s attorney.  An appeal of the Findings of Fact was an interesting approach.  It could cause a problem if this new appeal was assigned to a different magistrate.  The original appeal was with Judge Marcelain and this appeal could be assigned to Judge Branstool.  Law Director King stated that the court would have to determine how the second appeal would be handled; whether as a second case or included as part of the original case.  Law Director King advised Council that he would be discussing the issue with the court. 

ADJOURNMENT (8:17pm) 

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

Council Special Meeting Minutes March 2, 2016

VILLAGE OF GRANVILLE

SPECIAL COUNCIL MEETING MINUTES

March 2, 2016

 CALL TO ORDER (by Mayor Hartfield at 5:42pm)

ROLL CALL 

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

Councilmember O’Keefe moved to excuse Councilmembers Finkelman and Lerner from the meeting.  Second by Councilmember McGowan.  Motion carried. 

The minutes reflect that Councilmember Lerner arrived at 5:48pm. 

WORK SESSION REGARDING MANAGER SEARCH

Village Council met with manager search consultant Catharine Tuck Parish of Novak Consulting to discuss how the selection process for the next Village Manager would proceed.  Ms. Parish met with department heads and a community panel earlier who provided input as to attributes necessary when looking at possible candidates.

Ms. Parish provided Council with a proposed recruitment plan.  She thanked Council, Manager Stilwell and Clerk Prasher for organizing the community panel and providing necessary reference information. 

Ms. Parish advised Council that sixteen of eighteen invited community members attended the panel last evening.  She described them as thoughtful, engaged and very supportive of the community.  She indicated that the panel participants praised the Village of its leadership, the current Manager and staff.  She heard consistent themes of things going well in the community, but improvements could always be made.  There were many similar traits for a new manager including responsiveness, engaged with the community, maintaining community values, maintaining services and to maintain the collaborative spirit between various community entities.  There were also several consistent concerns raised including the tension to preserve the community versus possible development, keeping the community prepared for future issues and to enhance the collaboration between the Township, school district, Denison, etc.

Ms. Parish explained to Council that Novak Consulting would provide three specific deliverables: 

  • A recruitment plan
  • A recruitment profile of the community and manager
  • First year goals for the manager

Ms. Parish asked Council to determine where she should place advertisements for the manager position.  Council determined that Ms. Parish should advertise in International City/County Management Association, the Ohio City/County Management Association, Ohio Municipal League, Govjobs and the Virginia Municipal League.

Ms. Parish indicated that she would send the Clerk the text for the recruitment profile, who will forward to Council for their input.  The information needed to be returned to Novak Consulting by March 11th.    The recruitment profile would then be compiled with the position posted on March 18th.  The position would remain open until filled, but the first review of candidate applications would be on April 25th.  Ms. Parish and another Novak consultant would review the applications, have first telephone interviews with possible candidates and determine which candidates she would recommend that Council interview. 

Ms. Parish would hold an Executive Session with Council on Wednesday, May 18th from 6:00pm until 8:00pm allowing Council to select the candidates to be interviewed.  Council would have an opportunity to select any candidates from all that applied should they so choose.  Council would then hold their regular Council meeting beginning at 8:00pm. 

Ms. Parish asked Council to select two days to complete the interview process.  She advised Council that all members must be willing to commit to this interview process and be able to attend.  Council selected June 8th and June 9th to hold interviews.  Ms. Parish explained that on June 8th, Council would likely interview five candidates.  Candidates would have an opportunity to meet Village department heads and be given tours of the Village.  Following the interviews, Council would select two or three candidates to interview a second time on June 9th with a final candidate selected.  Council requested that the public be given an opportunity to meet the candidates at a reception to be held at the Bryn Du Mansion on the evening of June 7th. 

Ms. Parish asked Council to select the job requirements and experience for the position.

Council determined that the new manager needed a Bachelor of Arts degree with five ears local government experience and three years supervisory/management experience.  A Master’s degree in public administration (MPA) would be preferred with an ICMA Credentialed Manager.  Council determined that the new manager should at least

have experience with a town and gown relationship, a small community, historic preservation, project management and financial budgeting.  Council also suggested that Granville residency be preferred. 

Ms. Parish asked Council to set a salary range.  She recommended $110,000 to $120,000 and provided Council will a few outside position comparisons.  Council set the salary range for the new manager at $100,000 to $120,000.

ADJOURNMENT (7:17pm)

Councilmember McGowan moved to adjourn the meeting. Second by Councilmember Johnson. Motion carried. Meeting adjourned.

Council Minutes February 17, 2016

VILLAGE OF GRANVILLE

COUNCIL MINUTES

February 17, 2016

CALL TO ORDER (by Mayor Hartfield at 7:34pm) 

PLEDGE OF ALLEGIANCE

ROLL CALL 

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

Councilmember McGowan moved to excuse Councilmember O’Keefe from the meeting.  Second by Councilmember Lerner.  Motion passed. 

APPROVAL OF AGENDA 

Councilmember McGowan moved to approve the agenda.  Second by Councilmember Johnson.  Motion passed. 

CITIZENS COMMENTS (7:35pm)

As no one appeared to speak, Mayor Hartfield closed Citizen Comments at 7:36pm.

PRESENTATION

Mayor Hartfield swore in part-time police officer Matt Brown.  Chief Caskey thanked Council for this opportunity to introduce this new officer.  He described the selection process and introduced the officer’s family.

Middleton Garden Homes

Manager Stilwell introduced Jack Lucks and Karl Schneider of Metropolitan Partners.  They wanted to provide Council with a brief overview of an additional project they hope to develop alongside Middleton Assisted Living.   Mr. Lucks and Mr. Schneider provided Council with a draft drawing of the thirty-one garden-type cottages that they were proposing to develop along the east and west side of the main facility on the out parcels.  These units would provide independent living for residents, who could then move to the main facility as needed.  During the process of developing Middleton, many guests have requested cottages as a transition.  Similar units are located at the sister site in Central College.  Metropolitan Partners would be finishing their proposal and working with the Village planning department to address any issues or concerns.  Council thanked Metropolitan for their presentation and wished them success.

OLD BUSINESS

There was no Old Business.

NEW BUSINESS

Resolution No. 2016-13, A Resolution to Award the Contract for the Hauling of Water Treatment Plant Lime Sludge to Burch Hydro was introduced and moved for approval by Councilmember McGowan.  Second by Councilmember Johnson. 

Discussion:

Mayor Hartfield asked if this contractor was the contractor used in 2015.  Manager Stilwell advised that Burch Hydro was a different contractor.  Southside Environmental was used for most of 2015.  Burch Hydro was an experienced contractor in water and wastewater vendors.  The contract provided for greater continuity and a guaranteed price. 

Vice Mayor Montgomery asked if the $14,415.00 price was per haul with a total cost of $75,000 for anticipated for the year.  Manager Stilwell responded in the affirmative. 

Councilmember Johnson reaffirmed that the cost of hauling the lime sludge was an incentive to move forward with the development of the lime lagoons. 

Mayor Hartfield called for a vote to approve Resolution No. 2016-13.  Motion carried.  Resolution No. 2016-13 was adopted.

Mayor Hartfield acknowledged receipt of the appeal of a Granville Board of Zoning and Building Appeals decision for Application #2015-23 for 121 South Prospect Street and scheduled an appeal hearing for March 2, 2016.

REVIEW OF MINUTES 

Regularly Scheduled Meeting of February 3, 2106

Councilmember Finkelman made a motion to approve the February 3, 2016 minutes.  Second by Councilmember Johnson.   Motion carried. 

Specially Scheduled Meeting of February 6, 2106

Councilmember Finkelman made a motion to approve the February 6, 2016 minutes.  Second by Councilmember Johnson.   Motion carried.

MAYOR'S REPORT – January

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

Councilmember Johnson asked if the Traffic Citations were listed separately from the Parking Citations.  Mayor Hartfield responded in the affirmative. 

Councilmember McGowan moved to accept the January Mayor’s Report. Second by Councilmember Johnson.  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 – January

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

Vice Mayor Montgomery asked about the increase in water usage by the Village of Alexandria.  Manager Stilwell advised that Alexandria’s usage was up twenty percent due to a leak in their distribution system.  The Village was working to help Alexandria resolve this issue. 

Councilmember Johnson thanked Chief Caskey for serving on the 911 Board. 

Councilmember McGowan moved to accept the January Manager’s Report.  Second by Councilmember Johnson.  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.

COMMITTEE REPORTS   

Granville Education Foundation – (Lerner)

Councilmember Lerner reported that the Foundation was in the process of finalizing the selection of the grant recipients and hoped to be completed in the next two weeks.  A reception for those recipients was scheduled for March 17, 2016 

Granville Recreation District – (Johnson)

No report. 

Planning Commission – (Montgomery)

Vice Mayor Montgomery reported that one application was approved for a cross buck fence for Middleton Assisted Living.  This fence was expected to be very attractive.  Two works sessions were also held for presentations from Middleton garden cottages and Granville Commons. 

Granville Arts Commission (O’Keefe)

No report.

Open Space Committee (Finkelman)

No report

Tree & Landscape Commission – (Lerner)

Councilmember Lerner reported that a resident on South Plum Street requested the removal of a Village tree.  The Commission denied that request as the tree was healthy.  The Commission would revisit the tree in late spring to determine if the tree was still healthy.

Union Cemetery – (McGowan)

No report. 

OTHER COUNCIL MATTERS

Deer Management Report

Clerk Prasher reported that there were eighty-three deer taken as part of the program in 2015-2016 with seventy-one approved hunters.  However, the eighty-three deer were taken by thirty-six of the hunters.  Residents continue to request to be part of the program with one new zone added this season.  Existing residents anecdotally report a reduction in deer and an ability to sustain plant materials. 

Councilmember Johnson asked if the quote for the horse rail fence at the new Thornwood Crossing intersection was still accurate.  Manager Stilwell indicated that ODOT was seeking a quote for the fence.  However, ODOT indicated that the process would move along faster if the Village sought a quote.  Manager Stilwell felt that the approximate 11,000 foot fence would cost about $11.85 per lineal foot. 

OTHER STAFF MATTERS 

Manager Stilwell advised Council that he would add additional descriptions to their goals and share that information with the manager recruiter. 

Manager Stilwell advised that he would be attending a presentation about the new Thornwood / Raccoon Creek Bridge in Newark on Monday, February 22, 2016. 

ADJOURNMENT (8:17pm) 

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

Council Minutes February 6, 2016 Special Meeting

Villages of Granville

Council Minutes

Council Retreat

February 6, 2016

CALL TO ORDER (by Mayor Hartfield at 9:20am)

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. 

NEW BUSINESS 

Manager Stilwell welcomed everyone to the Council Retreat.  Manager Stilwell explained that this meeting would be a work session with no decisions made by Council.  Public in attendance was welcome to attend, but would not be able to participate until the end of the meeting to make a public comment.  Manager Stilwell indicated that he would report the results of the meeting to Council during the February 17th meeting and to the media. 

Manager Stilwell indicated that Council would be looking at the goals set in 2011, 2012 and 2014 to determine if there were items that still needed to be addressed or identify any other important issues. 

Mayor Hartfield suggested that Council continue with the retreat process and possibly have another retreat once a new manager was hired.

Manager Stilwell summarized some of the goals that were met from the two previous retreats include: 

  • Worked with downtown businesses to support expansion or new start-ups including The Pub on Broadway;
  • Sidewalk replacement program
  • Working on economic development
  • Met with Township and Owens Corning (process was slowed in 2015, but should resume in 2016)
  • Some increase in residential development, but commercial development was still struggling
  • Development rights to golf course were acquired;
  • Staff worked to increase public participation in the governmental process, communication with public has been more effective;
  • Village finances increased with the improved economy;
  • Property maintenance was discussed extensively with the intent to help residents through a private assistance program beginning with a grant request to the Granville Community Foundation;
  • The Village worked toward improving processes based on environmental concerns as well as passing legislation for residents to make environmental concession by avoiding polystyrene usage.  The Village also began to address solar energy usage;
  • Zoning code efficiencies (a specific list of all zoning code changes made since 2007 was provided to Council);
  • Professional contracts were reviewed and appropriate changed were made including a new Law Director;
  • Village staff worked with Marathon to address wellhead protection safety issues culminating in the additional of a new pipeline valve;
  • Research and select costs of Village health insurance.

Mayor Hartfield asked Council if there were any outstanding issues that still needed to be addressed.  Manager Stilwell responded that it would be beneficial for applying managers to know what issues Council wanted to resolve.  Manager Stilwell led Council in identifying the following as possible goals to work toward over the next two years.  (These goals are listed in the order in which they were suggested.) 

  1. Maintain a high caliber of professional staff – competence, accessibility to the community, compensation
  2. Work with Township to maintain and enhance sustainability
  3. Improve community outreach
  4. Focus on good fiscal responsibilities through balanced budgets, planning for future facility needs (lime lagoon, new service department)
  5. Understand and address current capital improvement needs
  6. Downtown parking issuesLaw Director King will look at parking requirements for new local businesses in the downtown area
  7. Continue to make amendments to zoning code
  8. Encourage environmental measures as part of the zoning code
  9. Develop environmental standards and practices for municipality
  10. Enhance pedestrian safety and security plans including the use of solar equipped signage, more speed humps, grooves in roadways, a public service campaign to stop texting while driving
  11. Support traffic roundabouts in the future
  12. Collaborate with Township, GRD and school district including use of shared commodities – perhaps meet and exchange ideas
  13. Look at property maintenance code for historic or abandoned buildings

Manager Stilwell advised that Novak Consulting would be moving forward based on a sixteen-week timeline.  The Planner search was currently on hold as no candidates were selected during the first two searches.  Councilmember Finkelman suggested that Novak Consulting be asked for possible search suggestions and asked to review the job description.

Manager Stilwell gave a brief update as to the progress on pedestrian enhancements for North Pearl Street and the Village.  He indicated that new crossing signals, a plan of improvements for that area and other safety improvements throughout the Village were anticipated to be completed in early spring. 

Manager Stilwell provided Council with a list of issues being addressed by staff for the next six months.  He also provided Council with an updated growth data report showing Village income, building permits for the Village and Township and Granville School District enrollment numbers.

Granville Township Trustee Kevin Bennett and Fire Chief Jeff Hussey provided Council with a brief overview of the status of the new fire department building process.  Trustee Bennett asked Council if they would be willing to work with the Township to look at a variety of shared options that could benefit both the Village and Township including issues such as land swaps, sharing of facilities and other ideas.  Council agreed to look at the possibilities.  Councilmembers Finkelman and Johnson were appointed to an ad hoc committee to determine what issues were priorities to the Village and how those issues could possibly intersect with Township priorities. 

Dennis Cauchon, the only resident in attendance, was offered an opportunity to speak.  He applauded the Fire Department on producing a good perspective for a new fire department. 

ADJOURNED (12:10pm)

Council Minutes February 3, 2016

VILLAGE OF GRANVILLE

COUNCIL MINUTES

February 3, 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 approve the January 20, 2016 agenda.  Second by Councilmember Johnson.  Motion passed. 

CITIZENS COMMENTS (7:33pm) 

Andy Franks, 210 East Maple Street, wanted to advise Council of the harassment his employees and patrons were receiving at Taco Dan’s by Sergeant Blackledge and Officer Woodyard.  These officers were dispatched to his restaurant on several occasions and harassed patrons sitting on the front porch.  Sergeant Blackledge tried to remove the doorman.  Officer Woodyard was especially harassing.  Mr. Franks indicated that he felt threatened and harassed personally.  These officers even tried to ticket the owners.  He wanted to express his concerns.  Mayor Hartfield indicated that Chief Caskey was in the audience.  Mr. Franks indicated that he had reported this information to Chief Caskey. 

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

OLD BUSINESS

There was no Old Business. 

NEW BUSINESS            

Resolution No. 2016-10, A Resolution to Adopt Village Council’s January 20, 2016 Decision with Findings of Fact, Concluding that the Proposed Solar Array in Conditional Use Application #2014-187, Submitted by Denison University is Not a Commercial Use was introduced and moved for approval by Councilmember Lerner.  Second by Councilmember Johnson. 

Discussion:

Law Director King summarized Council’s January 20, 2016 discussion and rationale for how they voted as part of the Resolution and Findings of Fact.  This information responded to Judge Marcelain’s question and provided sufficient evidence to support the Village’s position. 

Mayor Hartfield called for a vote to approve Resolution No. 2016-10.  Motion carried.  Resolution No. 2016-10 was approved.

Resolution No. 2016-11, A Resolution to Authorize the Village Manager to Auction or Advertise for Bids for the Sale of Surplus Equipment was introduced and moved for approval by Councilmember McGowan.  Second by Councilmember Lerner. 

Discussion:

Manager Stilwell indicated that the twenty year old truck was well taken care of and should sell easily.

Mayor Hartfield asked how the truck would be sold.   Clerk Prasher advised that the truck would be listed on govdeals.com, an electronic auction site. 

Mayor Hartfield called for a vote to approve Resolution No. 2016-11.  Motion carried.  Resolution No. 2016-11 was approved. 

Resolution No. 2016-12, A Resolution to Approve the Rules of the Village Council was introduced and moved for approval by Councilmember McGowan.  Second by Councilmember O’Keefe.

No discussion: 

Mayor Hartfield called for a vote to approve Resolution No. 2016-12.  Motion carried.  Resolution No. 2016-12 was approved. 

REVIEW OF MINUTES 

Regularly Scheduled Meeting of January 20, 2016

Councilmember O’Keefe made a motion to approve the January 20, 2016 minutes.  Second by Councilmember McGowan.   Motion carried. 

COMMITTEE REPORTS

Granville Education Foundation – (Lerner)

Councilmember Lerner reported that the Foundation would be selecting grant application recipients at a work session Saturday, February 6, 2016.

Granville Recreation District – (Johnson)

Councilmember Johnson reported that his first meeting would be February 18th, but the GRD was working to complete the winter session programs and were taking registrations for the spring session.

Planning Commission – (Montgomery)

Councilmember Montgomery reported that the Planning Commission approved three applications – a garage construction, landscape improvements and a wrought iron sidewalk sign for The Pub on Broadway. 

Granville Arts Commission (O’Keefe)

No report.

Open Space Committee (Finkelman)

No report

Tree & Landscape Commission – (Lerner)

No report.

Union Cemetery – (McGowan)

Councilmember McGowan reported that the Fannins would be making their final trip to Granville to work three weeks this summer.  The Saturday public work day would be June 25th.  The Board was seeking other individuals in Columbus, who might be able to do similar work on the headstones.  Councilmember McGowan reported that one family would be paying to recreate a headstone for their family member.

OTHER COUNCIL MATTERS 

Vice Mayor Montgomery provided a report to Council regarding the Manager’s search process.  The ad hoc manager search committee interviewed a representative of Management Partners and Novak Consultants earlier this evening.  Both firms were quality firms.  The committee preferred and would recommend that Council hire the Novak Consultants.  Their representative was high energy, presented a good plan and had a clear perspective.   If Council decides to proceed with this recommendation, the committee suggested moving forward immediately.  The committee will consist of Vice Mayor Montgomery, Councilmember O’Keefe and Councilmember Johnson, who had expressed an interest in participating in the search process.  Councilmember Finkelman addressed Council commenting that he best served Council in helping to select a search firm, but he would defer to a more experienced member of Council for the search process.  Vice Mayor Montgomery also advised Council that $25,000 should be appropriated for this search process.  Manager Stilwell advised that this amount would be included in the next appropriation legislation.  Staff would help the search firm begin the process immediately.    Mayor Hartfield asked about a timeline for the search process.  Councilmember O’Keefe said the firm indicated that it would be a sixteen week process and guaranteed success.  The firm would come to the Village and evaluate our needs through interviews with community members and staff. 

Councilmember Finkelman moved to engage Novak Consulting as the manager search firm.  Second by Councilmember McGowan.  Motion passed. 

Mayor Hartfield reminded Councilmembers of their Council retreat this Saturday, February 6, 2016 beginning at 9:00am at the Bryn Du Carriage House.  Councilmember McGowan added that the fire department would be making a fifteen minute presentation about the proposed new fire station beginning at 11:45am should the public be interested in hearing the plans.  Manager Stilwell commented that the public was welcome to attend the hearing and would be provided time to comment at the end of the session.  There would be no decisions made or votes taken during this retreat; it would be a work session only. 

Councilmember Lerner asked how residents were to dispose of their Big O / Waste Management toters and bins.  Clerk Prasher advised that Waste Management made their general pick-up of bins and toters on December 31st.  The Village offered residents an opportunity to drop off these items at the service department during the month of January.  Waste Management would make one more trip through the Village during the first week of March.  Clerk Prasher indicated that an email blast would be sent out and an article placed in the Granville Sentinel to alert residents of the specific date.  The small Big O bins could be placed in the Republic recycling totes to be recycled. 

OTHER STAFF MATTERS

Manager Stilwell advised Council that a summary of the history of lead and Village water was provided to them through the most recent newsletter.  Superintendent Fruth put together this information.  The Village maintained a lead testing program for Village water for the past twenty years.  The Village has been diligent in testing for lead and in working with the EPA to report all test results.  Councilmember O’Keefe indicated that the community was blessed to have just good water quality. 

Councilmember Lerner asked about the proposed annexation for the resident on Newark-Granville Road who needed to connect to the Village sewer system and who would pay for that extension of service.  Manager Stilwell reported that the resident would pay all costs for the extension of sewer service to his address.  An agreement would be required that outlined all cost to the residents and all services that the Village would provide through the annexation process. 

Councilmember O’Keefe asked about the acquisition of road maintenance responsibilities should this property annex.  Manager Stilwell indicated that the Village was working with the Township to determine the Village’s responsibilities as part of this annexation. 

ADJOURNMENT (8:00pm) 

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

Council Minutes January 20, 2016

VILLAGE OF GRANVILLE

COUNCIL MINUTES

January 20, 2016

CALL TO ORDER (by Mayor Hartfield at 7:34pm) 

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 approve the agenda.  Second by Councilmember Finkelman.  Motion passed. 

CITIZENS COMMENTS (7:35pm) 

Constance Barsky, 221 East Elm Street, commented that with the current national and local political atmosphere, she wanted to request civility to each other and Council when addressing issues and concerns.  She requested that individuals refrain from accusation of malfeasance and mendaciousness.  Ms. Barsky encouraged citizens to ask questions, express concerns and even question actions of their government officials, but not to question the individual personal integrity.  She made this request on behalf of both local and national officials.

As no one else appeared to speak, Mayor Hartfield closed Citizen Comments at 7:38pm.

PRESENTATION

Jerry Martin, owner of Brew’s restaurant, spoke to Council about his plans to add seating to the third floor exterior balcony on his building.  His intention was to remove the center third floor window and replace it with a door and add a railing.  All engineering structural issues would be addressed by the architect and approved by Building Code Department.  The final plan would then be presented to the Planning Commission and designed by appropriate professionals. 

Councilmember O’Keefe asked if Mr. Martin was here to request changes to his current right-of-way issue.  Manager Stilwell indicated that the current lease agreement would cover the addition of another balcony as it would impact the small air area.  Mr. Martin would still need to submit an application for his plans to the Planning Commission.  Mr. Martin was asked to present to Council in order to advise you of his plans and any impact on the downtown area.  Mr. Martin provided a good business to the Village.  Mr. Stilwell asked Council if they had any special concerns.  Council voiced no concerns.

Councilmember McGowan asked if the hours of operation needed to be included as part of the lease.  Law Director King responded in the negative.  Mr. Martin indicated that the restaurant would close at 10:00pm.

OLD BUSINESS

There was no Old Business. 

NEW BUSINESS            

Resolution No. 2016-05, A Resolution to (Re)Appoint a Member to the Board of Zoning and Building Appeals was introduced and moved for approval by Councilmember McGowan with Larry Burge being reappointed to the position.  Second by Councilmember Johnson. 

Discussion:

Mayor Hartfield indicated that Mr. Burge was unable to attend the meeting.  On behalf of Village Council, she thanked Mr. Burge for his service and willingness to continue to serve on the Board. 

Mayor Hartfield called for a vote to approve Resolution No. 2016-05.  Motion carried.  Resolution No. 2016-05 was adopted. 

Resolution No. 2016-06, A Resolution to (Re)Appoint Members to the Planning Commission was introduced and moved for approval by Councilmember McGowan.  Second by Councilmember Lerner. 

Discussion:

Mayor Hartfield indicated that Mr. Eklof was unable to attend the meeting, but Mr. Jennings was in the audience.

Councilmember Lerner expressed her interest in maintaining an existing member who wished to continue to serve.  However, Mr. Jennings experience as an architect and designer would certainly be an asset to the Commission.  Councilmember Lerner advised Mr. Jennings that positions do become available and his information would be maintained.

Councilmember Johnson moved to reappoint existing member Doug Eklof to the Planning Commission.  Second by Councilmember O’Keefe. 

Mayor Hartfield called for a roll call vote to approve the amendment to appoint Doug Eklof as the Planning Commission member in Resolution No. 2016-06: Johnson (yes); Lerner (yes); McGowan (yes); O’Keefe (yes); Finkelman (yes); Vice Mayor Montgomery (yes); Mayor Hartfield (yes). Resolution No. 2016-06 was amended. 

Mayor Hartfield called for a roll call vote to approve Resolution No. 2016-06 as amended:  Lerner (yes); McGowan (yes); O’Keefe (yes); Finkelman (yes); Johnson (yes); Vice Mayor Montgomery (yes); Mayor Hartfield (yes). Resolution No. 2016-06 was adopted as amended. 

Resolution No. 2016-07, A Resolution to (Re)Appoint a Member to the Tree and Landscape Commission was introduced and moved for approval to appoint Lynne Kishler by Councilmember McGowan.  Second by Councilmember Johnson. 

Discussion:

Mayor Hartfield commented that Mrs. Kishler had served the Commission admirably.  Ms. Kishler’ s commitment to the community was unfailing.  Council thanked her for her continued willingness to serve. 

Mayor Hartfield called for a vote to approve Resolution No. 2016-07.  Motion carried.  Resolution No. 2016-07 was adopted.

Resolution No. 2016-08, A Resolution to Fill a Vacancy on the Granville Arts Commission was introduced and moved for approval by Councilmember McGowan.  Second by Councilmember Johnson. 

Discussion:

Council thanked Ms. Moore, Ms. MacKenzie-Crane and Mr. Piper for expressing their willingness to serve.   Mayor Hartfield offered each candidate an opportunity to speak to Council about their interest in serving. 

Wayne Piper advised Council that he moved to Granville four years ago.  He served at the interim director of the Granville Public Library.  He retired as that training coordinator for the Columbus Library system.  Early on in his career, he was an English teacher.  He currently served on the Licking County Foundation Scholarship committee as part of the selection process.  He was very interested in serving on the Granville Arts Commission as a means to give back to the community that welcomed him.

Lindsay Moore moved to Granville seven years ago.  She works in conjunction with non-profit philanthropy.  She was active in local theater, which has been a passion in her life. 

Laurie MacKenzie-Crane advised that Council that was withdrawing her name as Wayne Piper would be such a good candidate to fill the Arts Commission position. 

Councilmember O’Keefe indicated her support for Mr. Piper as she indicated that he was wonderful to work with.   Councilmember O’Keefe advised that one of the Denison appointed positions was open should Ms. Moore be appropriate choice.

Councilmember Finkelman suggested that Denison could appoint the non-appointed candidate. 

Councilmember O’Keefe moved to appoint Wayne Piper to the Granville Arts Commission.  Second by Councilmember Johnson. 

Mayor Hartfield called for a roll call vote to approve an amendment to appoint Wayne Piper as the Granville Arts Commission member in Resolution No. 2016-08:  McGowan (yes); O’Keefe (yes); Finkelman (yes); Johnson (yes); Lerner (yes); Vice Mayor Montgomery (yes); Mayor Hartfield (yes). Resolution No. 2016-08 was amended. 

Mayor Hartfield called for a roll call vote to approve Resolution No. 2016-08 as amended:  O’Keefe (yes); Finkelman (yes); Johnson (yes); Lerner (yes); McGowan (yes); Vice Mayor Montgomery (yes); Mayor Hartfield (yes). Resolution No. 2016-08 was adopted as amended.

Resolution No. 2016-09, A Resolution to Appoint Members to the Municipal Board of Tax Review in Accordance with the Provisions of the Ohio Revised Code Section 718.11 was introduced and moved for approval by Councilmember Johnson.  Second by Councilmember McGowan.

No discussion.

Mayor Hartfield called for a vote to approve Resolution No. 2016-09.  Motion carried.  Resolution No. 2016-09 was adopted. 

REMAND HEARING

Remand Hearing Regarding Council Decision of BZBA Application #2014-187 for a Conditional Use Permit

Mayor Hartfield called the deliberations for the remand hearing regarding Application #2014-187, a Conditional Use Permit for Denison University to install a solar array on acreage inside the Denison Bio-Reserve, to order. 

Councilmember McGowan moved that the hearing go into closed session by agreement of the parties, to preserve the confidentiality of proprietary, trade secrets or otherwise confidential information pursuant to Ohio law at 7:55pm. 

Mayor Hartfield called for the roll call.  Those responding to the roll call for the remand hearing were Councilmembers O’Keefe, Finkelman, Johnson, Lerner, McGowan, Vice Mayor Montgomery and Mayor Hartfield.

Council returned to regular session at 10:55pm. 

Based on testimony heard this evening, Councilmember Lerner moved that the proposed solar array was not a commercial use in violation of Village code 1157.14(i).  Second by Vice Mayor Montgomery. 

Mayor Hartfield indicated that based on proprietary information there would be no further discussion on this issue.

Mayor Hartfield called for a roll call on this decision regarding the remand hearing: Finkelman (yes); Johnson (yes); Lerner (yes); McGowan (no); O’Keefe (yes); Vice Mayor Montgomery (yes); Mayor Hartfield (no). The decision regarding the remand hearing pass 5-2.

REVIEW OF MINUTES 

Regularly Scheduled Meeting of January 6, 2016

Councilmember McGowan made a motion to approve the January 6, 2016 minutes.  Second by Councilmember Lerner.   Motion carried. 

MAYOR'S REPORT – December

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

Councilmember McGowan moved to accept the December 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 – December

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

Councilmember Montgomery asked if a transfer of $250,000 was made to the Capital Reserve Fund at the end of 2015.  Manager Stilwell responded in the affirmative.

Councilmember McGowan moved to accept the December Manager’s Report.  Second by Councilmember Johnson.  Motion carried. 

COMMITTEE REPORTS   

Granville Education Foundation – (Lerner)

Councilmember Lerner reported that there were two outgoing Foundation members and two incoming Foundation members.  The Foundation would be holding their grant selection process from 9:00am to noon on Saturday, February 6, 2016.

Granville Recreation District – (Johnson)

No report. 

Planning Commission – (Montgomery)

Vice Mayor Montgomery reported that four applications were approved – a lot split on Hallie Lane, a roof replacement and window and sidewalk signage. 

Granville Arts Commission (O’Keefe)

Councilmember O’Keefe reported that two grant proposals were considered. 

Open Space Committee (Finkelman)

No report

Tree & Landscape Commission – (Lerner)

Councilmember Lerner reported that the median Christmas was being removed with a replacement tree being planted this spring.  The Commission was working with Bird & Bull on a new design plan for Opera House Park that was expected to be completed by the Fourth of July.  Councilmember Lerner also indicated that the Commission would need additional funding assistance for the flower beds plantings.

Union Cemetery – (McGowan)

The Union Cemetery Board would be meeting on Monday, January 25, 2016. 

Councilmember McGowan left the meeting at 11:15pm. 

OTHER COUNCIL MATTERS

Councilmember O’Keefe asked about the minutes for the last BZBA hearing and the decision regarding the Franks/Rogers application.  Law Director King indicated that the BZBA voted against the application 1-4.   Councilmember Lerner asked if there could be an appeal to this decision.  Law Director King responded in the affirmative. 

Mayor Hartfield advised Council that she had been approached by Granville Township Trustee Schott requesting an opportunity to speak to Council about the siting and building of a new fire department building during the Council retreat.  Council decided that a brief outline could be presented to Council during the last fifteen minutes of the retreat.  The retreat would take place on Saturday, February 6, 2016 in the Bryn Du Carriage House from 9:00am until noon. 

Council determined that there were no changes other than updating the language in the Special Meeting section that needed to be made to the Rules of Council.  Council requested that legislation be included for their next Council meeting on February 3, 2016. 

The ad hoc Manager Search Committee met to discuss the process to use with the upcoming manager’s search.  The Committee recommended the use of a search firm.  They felt a search firm would help to streamline and focus the search.  A firm would be proactive in recruiting individuals who might not normally apply.  A firm would also provide an objective perspective on the whole search process.  Two search firms provided proposals.  The Mayor indicated her preference for the Novak firm.  The Committee would meet with the two firms prior to the next Council meeting, makes reference calls regarding each firm and recommend a firm to the whole of Council at the February 3, 2016 meeting.

OTHER STAFF MATTERS 

Manager Stilwell advised Council that Chief Caskey had prepared information regarding Comp Time/Over Time for the police department for Council’s review.  This information was provided based on Council questions from the January 20th Council meeting.  Council should feel free to contact Chief Caskey or Manager Stilwell with any questions or concerns. 

ADJOURNMENT (11:26pm) 

Councilmember Lerner made a motion to adjourn.  Second by Councilmember Finkelman.  Motion carried.                                                                                        

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.                                                                           

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