Granville Community Calendar

Index for 2013 Resolutions

2013 RESOLUTIONS

 

13-01     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

 13-02      A Resolution to Establish the Annual Compensation Adjustment for Non-Bargaining Employees for the Fiscal Year 2013

 13-03      A Resolution to Authorize the Village Manager to Advertise for Bids for Various Village Projects and Items Throughout 2013

 13-04       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 Road Interchange Project on Behalf of the Village of Granville, City of Newark and Licking County Area Transportation Study (LCATS)

 13-05        A Resolution to Establish Bonuses for Department Heads Based on the Village Manager Evaluations

13-06        A Resolution to Appoint a Member to the Board of Zoning And Building Appeals (Burge)

 13-07       A Resolution to Appoint Members to the Planning Commission (Ryan, Eklof, Johnson)

13-08        A Resolution Authorizing the Village Manager to Enter into an Agreement with the Ohio Department of Transportation (ODOT) Regarding the Paving of South Cherry Valley Road in 2013 and to Execute Contracts as Required

13-09       A Resolution to Award the Contract for the 2013 Street Improvement Project to the Shelly Company, as per Specifications, and Authorize the Village Manager to enter into an Agreement Therefor

 13-10      A Resolution Authorizing the Village Manager to Enter into a Contract with the Ohio Department of Transportation (ODOT) for Resurfacing Project for Newark-Granville Road and to East - West Broadway

 13-11    A Resolution to Authorize the Village Manager to Sign a Memorandum of Understanding with the Licking County Humane Society

 13-12    A Resolution to Permit the Demolition of a Single Family Structure at 2486 Newark-Granville Road

13-13     A Resolution to Award the Contract for the Pedestrian Pathway Project to Layton Construction, as per Specifications, and Authorize the Village Manager to Enter into an Agreement Therefor

13-14     A Resolution to Authorize the Non-Permanent Installation of a Sidewalk Cafe on the Public Sidewalk at 130 North Prospect in Front of the Business Known as “Greek Eats” for Calendar Year 2013, Subject to Restrictions

13-15     A Resolution to Authorize the Non-Permanent Installation of a Sidewalk Cafe on the Public Sidewalk At 122 East Broadway in Front of the Business Known as “Aladdin” for Calendar Year 2013, Subject to Restrictions

13-16    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 “Broadway Pub” for Calendar Year 2013, Subject to Restrictions

13-17    A Resolution to Authorize the Non-Permanent Installation of a Sidewalk Cafe on the Public Sidewalk At 128 East Broadway in Front of the Business Known as “Bella” for Calendar Year 2013, Subject to Restrictions – NOT INTRODUCED

13-18   A Resolution to Authorize the Non-Permanent Installation of a Sidewalk Cafe on the Public Sidewalk At 132 East Broadway in Front of the Business Known as “Village Coffee Company” for Calendar Year 2018, Subject to Restrictions

 13-19    A Resolution to Authorize the Non-Permanent Installation of a Sidewalk Cafe on the Public Sidewalk At 134 East Broadway in Front of the Business Known as “Day Y Noche” for Calendar Year 2013, Subject to Restrictions

13-20      A Resolution to Authorize the Non-Permanent Installation of a Sidewalk Cafe on the Public Sidewalk at 138 East Broadway in Front of the Business Known as “Whit’s Frozen Custard” for Calendar Year 2013, Subject to Restrictions

13-21     A Resolution To Approve The Application Made By Misty Hollow, LLC To Have Certain Land Located Within The Village Of Granville On Hallie Lane, Permanent Parcel No. 81-326322-00-000, Designated As Being LocatedWithin An Agricultural District

13-22     A Resolution To Approve The Application Made By Pinefrost, LLC To Have Certain Land Located Within The Village Of Granville On Canyon And James Roads, Permanent Parcel Nos. 81-326502-11-000, 81-326502-00-000, 81-326502-02-000, 81-326502-03-000, 81-326502-04-000, And81-326382-00-000, Designated As Being Located Within An Agricultural District                     

13-23     A Resolution Restating the Participation by the Village of Granville in a Pre-Tax Contribution Plan for the Ohio Police and Fire Pension Fund

13-24     A Resolution to Change the Annual Clean-up / Fix-up Program Provided by the Village to a Weekly Service Provided by the Village Refuse Hauler - FAILED

13-25     A Resolution to Award the Contract for Grounds Maintenance, as per Specifications, to Legend Lawn & Landscape and to Authorize the Village Manager to Enter into an Agreement Therefor

13-26       A Resolution Strongly Opposing the Passage of HB 5 by the Ohio General Assembly, Which Proposes Uniformity Measures for Municipal Income Tax the Form of Unfunded Mandates and a Substantial Loss of Revenue

13-27      A Resolution Authorizing the village Manager to Enter into a Mutual Aid Agreement with Other Political Subdivisions and Entities Authorized to Employ Certified Ohio Peace Officers in Licking County, Ohio, to Provide for Mutual Assistance by the Interchange and Use of Police Department Personnel and Equipment

13-28         A Resolution to Reappoint Members and Extend the Commission of the Granville Tree Trimming Committee

13-29       A Resolution to Permit the Structural Demolition of an Accessory Structure Located at 744 Burg Street

13-30       A Resolution to Reappoint Members to the Bryn Du Commission (Dyke, Engel, Pape)

13-31       A Resolution Adopting a Sewer / Water Back-up Policy for the Village of Granville

13-32       A Resolution Adopting a Granville Emergency Management Plan for the Village of Granville

13-33      A Resolution Adopting a Speed Trailer Policy for the Village of Granville

13-34       A Resolution to Authorize the Non-Permanent Installation of a Sidewalk Cafe on the Public Sidewalk at 127 East Broadway in Front of the Business Known as “Dragon Village” for Calendar Year 2013, Subject to Restrictions

13-35       A Resolution to A Resolution to (Re)Appoint a Member to the Union Cemetery Board of Trustees (Barsky)

13-36      A Resolution to Declare with the Granville Township Trustees that Operation and Maintenance of the Union Cemetery, Under the Provisions of Section 759.27 of the Ohio Revised Code, Shall Continue

13-37      A Resolution to Authorize the Village Manager to Seek Bids for a Stationary Stand-by Pump for the Clear Run Lift Station

13-38      A Resolution of Appreciation to Dr. Dale Knobel for His Contributions to the Granville Community

13-39      A Resolution to Appoint Members to the Municipal Records Commission in Accordance with the Provisions of the Ohio Revised Code Section 149.36

13-40       A Resolution to Permit the Structural Demolition of a One-Story, Detached Garage and Lean-to at 311 East College Street

13-41      A Resolution to Permit the Structural Demolition of a One-Story, Detached Garage at 215 South Cherry Street

13-42      A Resolution to Award the Contract for the Clear Run Stand-by Pump and Authorize the Village Manager to Enter into an Agreement for Said project

13-43       A Resolution to Appoint a Member to the Planning Commission (Eklof)

13-44    A Resolution to Express Appreciation to Tim Ryan for His Service on the Granville Planning Commission

13-45      A Resolution to Appoint a Member to the Bryn Du Commission

13-46       A Resolution Authorizing the Village Manager to Enter into a Contract with the Ohio Department of Transportation (ODOT) for Resurfacing and Related Work to South Cherry Street from Broadway South to the Corporation Limit

13-47        A Resolution Accepting the Amounts and Rates as Determined by the Budget Commission and Authorizing the Necessary Tax Levies and Certifying Them to the County Auditor

13-48        A Resolution Adopting a Purchasing Policy for the Village of Granville

13-49        A Resolution Supporting Urban Restorations, LLC in Its Efforts to Obtain Ohio State Historic Preservation Tax Credits for the Redevelopment of Property Located at 314 East Broadway in the Village of Granville – NOT INTRODUCED

13-50        A Resolution Supporting Robert S. Schilling and Linda L. Schilling in Their Efforts to Obtain Ohio State Historic Preservation Tax Credits for the Redevelopment of Property Located at 130-138 North Prospect Street in the Village of Granville

13-51         A Resolution to Award the Contract for the Purchase of Water Treatment Chemicals to Mid-Ohio Valley Lime, Inc.

13-52        A Resolution to Appoint a Member to the Planning Commission Representing the Board of the Granville Exempted Village School District

13-53        A Resolution of Appreciation to the Members of the Tree Trimming Commission

 13-54       A Resolution of Appreciation for Maggie Barno for Service as the Executive Director of the Granville Area Chamber of Commerce

 13-55         A Resolution to Express Appreciation to Scott Manno for His Service on the Board of Zoning and Building Appeals

 13-56         A Resolution to Establish the Time and Place of a Public Hearing for the 2014 Municipal Budget as Proposed by the Village Manager

13-57     A Resolution to Appoint a Member to the Electrical Aggregation Certification Committee

 13-58     A Resolution Supporting the Granville Township Trustees Intent to Use Open Space Funds to Acquire a Conservation Easement Over the Granville Golf Course Property in Accordance with Ohio Law

13-59      A Resolution to Fill a Vacancy on the Board of Zoning and Building Appeals (Zimmers)

13-60     A Resolution Authorizing the Negotiation of a Preservation and Conservation Easement Over Part of the Granville Golf Course

 13-61      A Resolution to Establish the Annual Compensation Adjustment for Non-Bargaining Employees for the Fiscal Year 2014

 13-62      A Resolution Authorizing the Village Manager to Enter into a Contract for 2014 with Michael King for Services as Law Director and Mayor’s Court Prosecuting Attorney

13-63      A Resolution Authorizing the Village Manager to Enter into a Contract for 2014 with Douglas Sassen and the Newark City Law Director’s Office for Services as Municipal Court Prosecuting Attorney

 13-64     A Resolution Authorizing the Village Manager to Enter into a Contract with the Licking County Board of Commissioners for Reimbursement of Legal Counsel for Indigent Defendants for the Village of Granville, Licking County, Ohio

13-65      A Resolution Authorizing the Village Manager to Enter into an Agreement with the Ohio Department of Transportation (ODOT) Regarding the Paving of Newark-Granville Road and East / West Broadway in 2014 to Execute Contracts as Required

Resolution No. 2013-65

RESOLUTION NO. 2013-65 

A RESOLUTION AUTHORIZING THE VILLAGE MANAGER TO ENTER INTO AN AGREEMENT WITH THE OHIO DEPARTMENT OF TRANSPORTATION (ODOT) REGARDING THE PAVING OF NEWARK-GRANVILLE ROAD AND EAST / WEST BROADWAY IN 2014 AND TO EXECUTE CONTRACTS AS REQUIRED

 

WHEREAS, on the 20th day of February 2013, the Legislative Authority/Local Public Agency (LPA) enacted legislation proposing cooperation with the Director of Transportation for the described project: 

The project consists of mill and resurface East Broadway from Pearl Streets to North Granger Street, Newark-Granville Road from East College Street to the eastern corporation limit, West Broadway from Main Streets to the western corporation limit, lying within the Village of Granville; and 

WHEREAS, the LPA shall cooperate with the Director of Transportation in the above described project as follows: 

The Village of Granville agrees to assume and bear one hundred percent (100%) of the entire cost of the improvement, less the amount of Federal-aid LCATS and Ohio Public Works Commission funds set aside by the Director of Transportation for the financing of this improvement from funds allocated by the Federal Highway Administration, U.S. Department of Transportation and further, Licking County agrees to assume and bear one hundred percent (100%) of the cost of right-of-way excluding in-house right-of-way charges incurred by the State. 

In view of the fact that the LPA’s share of the project is now estimated in the amount of Zero and 00/100 dollars ($0.00); therefore, the Village will not be required to deposit any funds at this time.  The LPA’s ultimate share of the cost will be determined when the final actual costs and allocations are determined. 

WHEREAS, the Director of Transportation has approved said legislation proposing cooperation, caused plans, specifications and an estimate of cost and expense for improving the above described highway to be made, and transmitted copies of the same to this legislative authority; and 

WHEREAS, the LPA desires the Director of Transportation to proceed with the aforesaid highway improvement. 

NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF GRANVILLE, OHIO, that: 

Section 1. The LPA hereby requests the Director of Transportation to proceed with the aforesaid highway improvement. 

Section 2. The LPA is authorized to enter into a contract with the State, and that the Village Manager be and is hereby authorized, to execute said contract for improving the described project

Section 3. That the LPA transmit to the Director of Transportation a fully executed copy of this Resolution. 

Section 4. This resolution shall take effect immediately upon passage.

Passed this 18th day of December, 2013.         

 

Exhibit A                     

Resolution No. 2013-64

RESOLUTION NO. 2013-64

A RESOLUTION AUTHORIZING THE VILLAGE MANAGER TO ENTER INTO A CONTRACT WITH THE LICKING COUNTY BOARD OF COMMISSIONERS FOR REIMBURSEMENT OF LEGAL COUNSEL FOR INDIGENT DEFENDANTS FOR THE VILLAGE OF GRANVILLE, LICKING COUNTY, OHIO

 

WHEREAS, in circumstances where an indigent individual is charged with a violation of ordinances of the Village of Granville, and that person requests appointed counsel, the Licking County Municipal Court will appoint an attorney to provide for the individual’s defense; and 

WHEREAS, the County provides legal representation for indigent adults through an appointed counsel system adopted in accordance with Ohio Revised Code Section 120.33; and 

WHEREAS, the County may contract with a municipal corporation to provide legal representation for indigent persons charged with a violation of an ordinance of a municipal corporation for which the penalty or any possible adjudication includes the loss of liberty; and 

WHEREAS, if there is no existing agreement between the Village of Granville and the Licking County Board of Commissioners regarding reimbursement of the counsel appointed for the defendant, Licking county is unable to reimburse such attorney. 

NOW THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE VILLAGE OF GRANVILLE, OHIO, THAT: 

Section I: The Village Manager previously entered into a contract with the Licking County Board of Commissioners for legal representation of indigent persons in Licking County Municipal Court, who are charged with a violation of any ordinance of the Village, for which the penalty or any possible adjudication includes potential loss of liberty. 

Section II: Pursuant to Section 5 of the Contract for Legal Representation of Indigent Persons, adopted on August 1, 2007 by Resolution No. 2007-45, the term of contract shall be extended for the period beginning on January 1, 2014 and ending on December 31, 2014, upon mutual consent of the parties and proper appropriation of funding. 

Section III: This Resolution shall take effect immediately upon passage. 

Passed this 18th day of December, 2013.

 

Exhibit A

Resolution No. 2013-63

RESOLUTION NO. 2013-63 

A RESOLUTION AUTHORIZING THE VILLAGE MANAGER TO ENTER INTO A CONTRACT FOR 2013 WITH DOUGLAS SASSEN AND THE NEWARK CITY LAW DIRECTOR’S OFFICE FOR SERVICES AS MUNICIPAL COURT PROSECUTING ATTORNEY

 

WHEREAS, Michael King is the duly appointed Law Director of the Village of Granville, Ohio; and 

WHEREAS, the Village Manager is requesting the Granville Village Council to approve the contract for Municipal Court legal services with Douglas Sassen and the Newark City Law Director’s Office, attached hereto as Exhibit A and incorporated herein by reference. 

NOW, THEREFORE, be it resolved by the Council of Granville, Ohio, that: 

SECTION 1. The Granville Village Council hereby approves the contract for Municipal Court legal services (“contract”) with Douglas Sassen and the Newark City Law Director’s Office, attached hereto as Exhibit A and incorporated herein by reference, and further authorizes and directs the Village Manager on behalf of the Village of Granville to enter into the contract with Douglas Sassen and the Newark City Law Director’s Office for Municipal Court legal services for fiscal year 2014. 

SECTION 2.    This Resolution shall take effect and be in full force from and after the earliest date permitted by law.

 Passed this 18th day of December, 2013.

 

Exhibit A

 

Resolution No. 2013-62

RESOLUTION NO. 2013-62 

A RESOLUTION AUTHORIZING THE VILLAGE MANAGER TO ENTER INTO A CONTRACT FOR 2014 WITH MICHAEL KING FOR SERVICES AS LAW DIRECTOR AND MAYOR’S COURT PROSECUTING ATTORNEY

  

WHEREAS, Michael King is the duly appointed Law Director of the Village of Granville, Ohio; and 

WHEREAS, the Village Manager is requesting the Granville Village Council to approve the contract for legal services with Michael king, attached hereto as Exhibit A and incorporated herein by reference. 

NOW, THEREFORE, be it resolved by the Council of Granville, Ohio, that: 

SECTION 1.  The Granville Village Council, per section 4.04(1) of the Village Charter, hereby provides consent of the Village Manager’s appointment and approves the contract for legal services with Michael King, attached hereto as Exhibit A and incorporated herein by reference, and further authorizes and directs the Village Manager to enter into the contract with Michael King for legal services for fiscal year 2014. 

SECTION 2.    This Resolution shall take effect and be in full force from and after the earliest date permitted by law. 

Passed this 18th day of December, 2013.

 

Exhibit A

Resolution No. 2013-61

RESOLUTION NO. 2013-61 

A RESOLUTION TO ESTABLISH THE ANNUAL COMPENSATION ADJUSTMENT FOR NON-BARGAINING EMPLOYEES FOR THE FISCAL YEAR 2014

 

BE IT RESOLVED BY THE COUNCIL OF GRANVILLE, OHIO that: 

Section I:        The pay grades and ranges for non-bargaining employees of the Village of Granville effective for fiscal year 2014 shall include a 1.5% cost of living increase as provided in Attachment A, which is incorporated herein. 

Section II:       In addition to the 1.5% cost of living increase, fulltime non bargaining employees of the Village of Granville shall be granted a merit award or a one-time lump sum bonus based on performance evaluations as provided in Attachment B, which is incorporated herein. 

Section III:      The annual compensation for the Village Manager shall be increased by 1.5% 

Section IV:      The pay increases provided above shall be effective December 30, 2013. 

Section V:       This resolution shall take effect immediately upon passage. 

Passed this 18th day of December, 2013.

 

Exhibit A

Exhibit B

Village of Granville 

2014 Non Bargaining Wage Increases

 

Name% IncreaseMeritBonus
Clerk of Council/ Executive Secretary1%$0.00$477.89
Planner3%$0.00$1,857.69
Finance Director2.5%$0.00$1,656.33
Service Director1%$619.00 $0.00
Utility Superintendent1%$0.00$601.19
Utility Director3%$1,891.00$0.00
Receptionist1%$0.00$325.94
Clerk of Court1.5%$570.65$0.00
Tax Commissioner1.5%$653.00$0.00
Service Supervisor1.5%$726.00$0.00
Planning Assistant1.5%$492.96$0.00
 TOTAL$4,952.61$4,919.03
   $9,871.64

Resolution No. 2013-60

RESOLUTION NO. 2013-60 

A RESOLUTION AUTHORIZING THE NEGOTIATION OF A PRESERVATION AND CONSERVATION EASEMENT OVER PART OF THE GRANVILLE GOLF COURSE

 

WHEREAS, the Village of Granville is the sum of many complementary assets including residential, commercial, cultural, historical, educational and recreational; and

WHEREAS, the Granville Golf Course, originally designed by Donald E. Ross and opened in 1925, is a major historical and recreational asset to the community and is one of the iconic locations within the Village of Granville; and 

WHEREAS, while the current PUD zoning imposes some limitations on development, Village Council recognizes that options exist for possible future development of the Golf Course in accordance with Ohio law; and 

WHEREAS, the Granville Township Trustees are custodians of tax supported monies, voted and paid by Village and Township residents known as Open Space funds, that are designated by Ohio law for the acquisition and related development of lands or rights for parks, forests, wetlands and other natural areas; and 

WHEREAS, the Granville Township Trustees are in the process of acquiring a conservation easement, which would restrict the current and future use of that area to a golf course or open space, using Open Space funds; and 

WHEREAS, as opined by the Licking County Prosecutor, certain developed portions of the Golf Course (clubhouse, parking lot, workshop and adjacent property) can not be acquired through the use of Open Space funds as dictated by state statue and are therefore excluded from the Township’s conservation easement; and 

WHEREAS, an opportunity exists for the Village of Granville to acquire a preservation and conservation easement over that part of the Golf Course that is excluded from Township’s conservation easement; and 

WHEREAS, in the event that the Granville Township Trustees do acquire a conservation easement over much of the Golf Course, the Granville Village Council believes that it is in the best interest of the community to join with the Township Trustees in the preservation of the improved portion of the Golf Course including the clubhouse and surrounding area in order that it remain open space, golf course operations or other uses deemed appropriate by Village Council. 

NOW THEREFORE, be It resolved by the Council of the Village of Granville, Ohio that: 

Section I: The Village Council joins with the Granville Township Trustees to preserve the Granville Golf Course as a recreation, open space and historic amenity. 

Section II:  The Village Council directs the Village Manager to negotiate a preservation and conservation easement over that part of the Golf Course, not to exceed fifteen (15) acres, which is excluded from any Open Space conservation easement that is acquired by Granville Township.  Council further directs staff to identify funds to purchase such a preservation and conservation easement from the Golf Course owners. 

Section III: This resolution shall take effect immediately upon passage. 

Passed this 4th day of December, 2013.

Resolution No. 2013-59

RESOLUTION NO. 2013-59 

A RESOLUTION TO FILL A VACANCY ON THE BOARD OF ZONING AND BUILDING APPEALS

 

WHEREAS, in accordance with Article VIII, Section 8.02 of the Granville Village Charter, the Village Council of Granville, Ohio did, on March 3, 1965, establish a Board of Zoning and Building Appeals and appointed three electors thereto; and, 

WHEREAS, the electorate of the Village of Granville adopted Ordinance No. 28-89 to modify said Article VIII, Section 8.02 of the Granville Village Charter, which increased the membership of the Board of Zoning and Building Appeals from three to five members; and, 

WHEREAS, a vacancy on the Board of Zoning and Building Appeals was created with the recent resignation of Scott Manno effective October 31, 2013; and, 

WHEREAS, the term for the position vacated by Mr. Manno is set to expire January 31, 2015. 

NOW, THEREFORE, be it resolved by the Council of the Village of Granville, Ohio, that: 

Section 1: Neal Zimmers is hereby appointed to the Board of Zoning and Building Appeals to fill the vacancy created by the recent resignation of Scott Manno, with said term to expire on January 31, 2015. 

Section 2. It is hereby noted that the membership of the Board of Zoning and Building Appeals is as follows with terms as indicated: 

            Member                                                                      Term Expires 

            Kenneth Kemper                                                       January 31, 2014

            Jeff Gill                                                                       January 31, 2014 

            Neal Zimmers                                                            January 31, 2015 

            Larry Burge                                                                January 31, 2016 

            Bradley Smith                                                           January 31, 2014 

Section 3: This resolution shall take effect and be in full force immediately upon passage. 

Passed this 20th day of November, 2013.

 

Resolution No. 2013-58

RESOLUTION NO. 2013-58 

A RESOLUTION SUPPORTING THE GRANVILLE TOWNSHIP TRUSTEES INTENT TO USE OPEN SPACE FUNDS TO ACQUIRE A CONSERVATION EASEMENT OVER THE GRANVILLE GOLF COURSE PROPERTY IN ACCORDANCE WITH OHIO LAW


WHEREAS, the Village of Granville is the sum of many complementary assets, including residential, commercial, cultural, historical, educational and recreational components; and 

WHEREAS, the Granville Golf Course, originally designed by Donald E. Ross and opened in 1925, is a major historical and recreational asset to the community and is one of the iconic locations within the Village of Granville; and 

WHEREAS, by ordinances adopted in 1981 (Ord. No. 19-81) and 1987 (Ord. No 5-87 and Ord. No. 9-87), previous Village Councils: (a) amended the Zoning District designation of the Granville Golf Course from Open Space District (OSD) to Planned Unit District (PUD); (b) annexed additional Golf Course acreage to the Village and zoned that additional acreage PUD; and (c) approved development plans for the Hilengreen and Bryn Du Subdivisions adjacent to the Golf Course; and 

WHEREAS, the approved development plans for the Hilengreen and Bryn Du Subdivisions called for maintenance of the Golf Course areas as open space as part of the PUD zoning “so long as that zoning exists on said property and/or until said Plan is modified by the Village of Granville”; and 

WHEREAS, a property owner may request amendment of a Zoning District designation by filing a Zoning Amendment Application, which is reviewed and decided in accordance with Ohio law by the Village Planner, the Village Manager, the Planning Commission and Village Council; and 

WHEREAS, no Zoning Amendment Application has been submitted to the Village of Granville regarding the Golf Course Property, but the Golf Course owners have and continue to explore options for possible future development of the Golf Course; and 

WHEREAS, while the current PUD zoning imposes some limitations on development, Village Council recognizes that options exist for possible future development of the Golf Course in accordance with Ohio law; and 

WHEREAS, the Granville Township Trustees are custodians of tax supported monies, voted and paid by Village and Township residents, known as "Open Space Funds," that are designated by Ohio law for the acquisition and related development of land or rights in land for parks, forests, wetlands and other natural areas; and 

WHEREAS, the Granville Township Trustees have expressed interest in using Open Space Funds to acquire a conservation easement over the Granville Golf Course property; and 

WHEREAS, Village Council recognizes the value of maintaining the operation of the Granville Golf Course and/or preserving Golf Course property as open space for use and enjoyment by future generations of Village and Township residents; and 

WHEREAS, a conservation easement represents a positive step forward in preserving this asset, but does not, by itself, assure its continued use as a golf course or afford the community additional access to this asset.   

NOW THEREFORE, be It resolved by the Council of Granville, Ohio that: 

Section I: The Village Council of Granville hereby supports the Granville Township Trustees’ intent to use Open Space Funds to acquire a conservation easement over the Granville Golf Course Property in accordance with Ohio law. 

Section II:  The Village Council of Granville supports and encourages ongoing communication between all parties regarding this matter, for the purpose of achieving the goals described herein. 

Section III: This resolution shall take effect immediately upon passage. 

Passed this 6th day of November, 2013.

Resolution No. 2013-57

RESOLUTION NO. 2013-57 

A RESOLUTION TO APPOINT A MEMBER TO THE ELECTRICAL AGGREGATION CERTIFICATION COMMITTEE

 

WHEREAS, statutory changes regarding the regulation of electrical suppliers have given residents the ability to purchase electricity from a variety of electric suppliers and the ability of municipalities to bid the cost of electricity on behalf of residents and businesses to reduce electric supply costs; and 

WHEREAS, on November 5, 2013 ballot, Granville Village and Township residents voted to approve electrical aggregation for Granville Township and the Village; and

WHEREAS, as part of this process, the Village and Township must hold at least two public hearings to discuss and create a plan of organization and governance for a municipal aggregation program; and 

WHEREAS, this resolution would selected a Village Council representative to the Electrical Aggregation Certification Committee to work with a Granville Township representative to complete and manage the aggregation process. 

NOW, THEREFORE, BE IT RESOLVED by the Council of the Village of Granville, Ohio, that: 

Section 1.The Granville Village Council hereby appoints Councilmember Jeremy Johnson to the Electrical Aggregation Certification Committee. 

Section 2: This resolution shall take effect and be in full force immediately upon passage. 

Passed this 6th day of November, 2013.

Resolution No. 2013-56

RESOLUTION NO. 2013-56 

A RESOLUTION TO ESTABLISH THE TIME AND PLACE OF A PUBLIC HEARING FOR THE 2014 MUNICIPAL BUDGET AS PROPOSED BY THE VILLAGE MANAGER

 

            WHEREAS, Article VI, Section 6.06, of the Charter of the Village of Granville, Ohio, establishes a procedure for public hearing and inspection of the annual budget. 

            NOW, THEREFORE, be it resolved by the Council of Granville, Ohio, that a public hearing on the proposed budget for the fiscal year 2014 be held at 7:30pm, Wednesday, December 4, 2013 in the Council Chambers, 141 East Broadway, Granville.

 

            BE IT FURTHER RESOLVED, the Manager shall have on file in the office a copy of said proposed budget, and it shall be available for public inspection during regular business hours. 

Passed this 6th day of November, 2013.

Resolution No. 2013-55

RESOLUTION NO. 2013-55 

A RESOLUTION TO EXPRESS APPRECIATION TO SCOTT MANNO FOR HIS SERVICE ON THE BOARD OF ZONING AND BUILDING APPEALS

 

WHEREAS, Scott Manno served as a member of the Board of Zoning and Building Appeals from February 16, 2011 to October 31, 2013; and 

WHEREAS, during those years of service, Scott gave faithfully of his time, talents and resources to help maintain a community standard that is apparent to both residents and visitors of the community; and 

WHEREAS, Scott’s experience and his strong dedication to preserving the historic and architectural value of this community have been an invaluable asset to both the Board of Zoning and Building Appeals and the Village staff; and 

WHEREAS, Scott played a role in maintaining the New England charm of Granville and enhancing the health, safety and general welfare of the people that live and work within the Village boundaries. 

NOW, THEREFORE, BE IT RESOLVED that: 

Section 1. On behalf of the citizens of the Village of Granville and the Board of Zoning and Building Appeals, the Village Council hereby extends its gratitude and appreciation to Scott Manno for all that he has done to preserve and enhance our community while serving on the Board of Zoning and Building Appeals. 

Section 2. This resolution shall take effect immediately upon passage. 

Passed this 6th day of November, 2013.

Resolution No. 2013-54

RESOLUTION NO.  2013-54 

A RESOLUTION OF APPRECIATION FOR MAGGIE BARNO FOR SERVICE AS THE EXECUTIVE DIRECTOR OF THE GRANVILLE AREA CHAMBER OF COMMERCE

 

 WHEREAS, Maggie Barno served as Executive Director of the Granville Area Chamber of Commerce from December, 2007 to the present; and             

WHEREAS, Maggie has severed as only the second GACC director since 2003; and 

WHEREAS, Maggie was instrumental in the recent growth of the Chamber membership and established the Chamber as a strong, viable and respected organization during her six year tenure; and 

WHEREAS, Maggie helped to initiate the Granville Magazine, the current Chamber website, new logo and the Granville calendar; and 

WHEREAS, Maggie maintained or improved upon Chamber events including Street Scenes, the Granville Farmer’s Market, Candlelight Walking Tour; and 

WHEREAS, Maggie enhanced the coordination with other entities of the community including Village Council, Granville Township Trustees, Denison University, the Granville Recreation District and the Granville Exempted Village School District; and 

WHEREAS, Maggie gave of her time and talents to further the interests of the Granville Area Chamber of Commerce and the community to promote the interests of the Village and other neighboring municipalities.          

NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF GRANVILLE, OHIO, that: 

Section 1:  On behalf of the citizens of the Village of Granville, Village Council and staff hereby offer our gratitude and appreciation to Maggie Barno for her years of service, dedication and efforts on behalf of the Granville Area Chamber of Commerce. 

Section 2:  This resolution shall take effect immediately upon passage.

Passed this 6th day of November, 2013.

Resolution No. 2013-53

RESOLUTION NO. 2013-53 

A RESOLUTION OF APPRECIATION TO THE MEMBERS OF THE TREE TRIMMING COMMISSION

 

WHEREAS, Council established and appointed members to the Tree Trimming Committee on April 6, 2011 to find possible alternatives to the current tree trimming practices performed by Asplundh Tree Service on behalf of the American Electric Power Company within the Village of Granville and Granville Township; and 

WHEREAS, the Village of Granville and Granville Township understood the need to trim trees in order to maintain all power lines; and 

WHEREAS, residents expressed concerns about the current tree trimming practices; and 

WHEREAS, the Granville Village Council and Granville Township Trustees recommended the establishment of a Granville Tree Trimming Committee to complete a sidewalk/roadway survey identifying specific trees that could be removed or trees that needed special consideration, identify possible areas where power lines could be placed underground, improve communication to property owners to make them aware of options regarding tree removal and to develop a memorandum of understanding between the Village of Granville, Granville Township, AEP, the PUCO and Asplundh that explicitly outlined future tree trimming practices; and 

WHEREAS, each member of the committee gave generously of their time and talents in the service of the Granville community.

 NOW, THEREFORE, BE IT RESOLVED by the Council of Granville, Ohio that: 

Section I:   On behalf of the citizens of the Village of Granville and Granville Township, the Granville Village Council hereby offers its gratitude and appreciation to all the individuals who participated as part of the committee 

            Rev. Virginia Lohmann Bauman                                            Dan Bellman  

            Travis Binckley, Township Roads Superintendent                     Dennis Cauchon

            Terry Hopkins, Village Service Director                                  Bill Dorman   

            Don Hostetter, Tree & Landscape Chair                                 Josh Laughbaum 

            Jurgen Pape, Committee Chair                                               David McCombs 

            Andrew Montz                                                                        Matthew Walsh

 

                  and thank them for their service and dedication to the community as members of the Tree                         Trimming Committee 

Section II:  This Resolution shall take effect and be in full force immediately upon passage. 

Passed this 16th day of October, 2013.

Resolution No. 2013-52

RESOLUTION NO. 2013-52 

A RESOLUTION TO APPOINT A MEMBER TO THE PLANNING COMMISSION REPRESENTING THE BOARD OF THE GRANVILLE EXEMPTED VILLAGE SCHOOL DISTRICT

 

WHEREAS, in accordance with Article VII, Section 8.01 of the Granville Village Charter, the Council of Granville, Ohio, did, by Resolution No. 65-2, create a Development Commission and appoint members thereto; and 

WHEREAS, the electorate of the Village of Granville adopted Ordinance No. 28-89, to modify said Article VII, Section 8.01 of the Granville Village Charter, which changed the title of the Granville Development Commission to the Granville Planning Commission; and 

WHEREAS, Article VII, Section 8.01 of the Village Charter provides that one member of the Planning Commission shall be either a member of the Granville Exempted Village School District Board of Education or a designee thereof and serve as an ex-officio member of the Planning Commission; and 

WHEREAS, the Granville Exempted Village School Board has now voted to designate Dennis Cauchon as the School Board’s representative on the Granville Planning Commission. 

NOW, THEREFORE, be it resolved by the Council of the Village Granville, Ohio, that: 

Section 1: Dennis Cauchon is hereby appointed to an annual term as selected by the Granville Exempted Village School Board to the Granville Planning Commission, with the term to commence on October 16, 2013 and expire on January 31, 2014. 

Section 2: BE IT FURTHER NOTED that the membership of the Granville Planning Commission is as follows, with terms as indicated:

 

            Member                                                                                      Term Expires 

            Dennis Cauchon (School Board Representative - Ex-Officio)      January 31, 2014 

            Jeremy Johnson (Ex-Officio)                                                       January 31, 2014

            Steven Hawk                                                                             January 31, 2015 

            Jean Hoyt                                                                                   January 31, 2014 

            Jack Burriss                                                                                January 31, 2015 

            Tom Mitchell                                                                               January 31, 201 

            Doug Eklof                                                                                 January 31, 2016

 

Section 3: This resolution shall take effect and be in full force immediately upon passage. 

Passed this 16th of October, 2013.

Resolution No. 2013-51

RESOLUTION NO. 2013-51                            

A RESOLUTION TO AWARD THE CONTRACT FOR THE PURCHASE OF

WATER TREATMENT CHEMICALS TO MID-OHIO VALLEY LIME, INC.

 

            WHEREAS, bids were received on September 26, 2013, for the purchase of water treatment chemicals for 2014. 

NOW, THEREFORE, be it resolved by the Village Council of Granville, Ohio, that: 

Section   I:      The contract for the purchase of water treatment chemicals per specifications as advertised, be awarded as follows:

                                    LIME

                        Mid-Ohio Valley Lime, Inc.               $137.00./per ton

Section  II:      This resolution shall take effect immediately upon passage. 

Passed this 2nd day of October, 2013.

Resolution No. 2013-50

RESOLUTION NO. 2013-50 

A RESOLUTION SUPPORTING ROBERT S. SCHILLING AND LINDA L. SCHILLING IN THEIR EFFORTS TO OBTAIN OHIO STATE HISTORIC PRESERVATION TAX CREDITS FOR THE REDEVELOPMENT OF PROPERTY LOCATED AT 130-138 NORTH PROSPECT STREET IN THE VILLAGE OF GRANVILLE

 

WHEREAS, the Ohio Department of Development administers the Ohio State Historic Preservation Tax Credit program, which awards additional points within its scoring system to projects that are consistent with local government strategic plans; and 

WHEREAS, Council has determined that the redevelopment of the property located at 130-138 North Prospect Street (the "Property") is consistent with the Village of Granville and Granville Township Joint Comprehensive Plan, adopted July 18, 2012; and 

WHEREAS, by indicating Council's support of the redevelopment of the Property and its determination that the redevelopment is consistent with the Village's plan to promote historic preservation within its downtown historic district, it is Council's intent to support Robert S. Schilling and Linda L. Schilling in obtaining additional outside resources to help fund this important project; 

NOW THEREFORE, be It resolved by the Council of Granville, Ohio that: 

Section I: The Village Council of Granville hereby supports Robert S. Schilling and Linda L. Schilling in their efforts to obtain Ohio State Historic Preservation Tax Credits for the redevelopment of the property located at 130-138 North Prospect Street (the "Property") in the historic downtown area of the Village of Granville.  The redevelopment of this Property is consistent with the Village of Granville and Granville Township Joint Comprehensive Plan to revitalize the downtown historic district. 

Section II:  A copy of this resolution will be forwarded to Nathaniel Kaelin, Ohio Development Services Agency, Project Manager in the Office of Redevelopment of the Ohio Historic Preservation Tax Credit office. 

Section III: This resolution shall take effect immediately upon passage. 

Passed this 18th day of September, 2013.

Resolution No 2013-50

RESOLUTION NO. 2013-50 

A RESOLUTION SUPPORTING ROBERT S. SCHILLING AND LINDA L. SCHILLING IN THEIR EFFORTS TO OBTAIN OHIO STATE HISTORIC PRESERVATION TAX CREDITS FOR THE REDEVELOPMENT OF PROPERTY LOCATED AT 130-138 NORTH PROSPECT STREET IN THE VILLAGE OF GRANVILLE

 

WHEREAS, the Ohio Department of Development administers the Ohio State Historic Preservation Tax Credit program, which awards additional points within its scoring system to projects that are consistent with local government strategic plans; and 

WHEREAS, Council has determined that the redevelopment of the property located at 130-138 North Prospect Street (the "Property") is consistent with the Village of Granville and Granville Township Joint Comprehensive Plan, adopted July 18, 2012; and 

WHEREAS, by indicating Council's support of the redevelopment of the Property and its determination that the redevelopment is consistent with the Village's plan to promote historic preservation within its downtown historic district, it is Council's intent to support Robert S. Schilling and Linda L. Schilling in obtaining additional outside resources to help fund this important project; 

NOW THEREFORE, be It resolved by the Council of Granville, Ohio that: 

Section I: The Village Council of Granville hereby supports Robert S. Schilling and Linda L. Schilling in their efforts to obtain Ohio State Historic Preservation Tax Credits for the redevelopment of the property located at 130-138 North Prospect Street (the "Property") in the historic downtown area of the Village of Granville.  The redevelopment of this Property is consistent with the Village of Granville and Granville Township Joint Comprehensive Plan to revitalize the downtown historic district. 

Section II:  A copy of this resolution will be forwarded to Nathaniel Kaelin, Ohio Development Services Agency, Project Manager in the Office of Redevelopment of the Ohio Historic Preservation Tax Credit office. 

Section III: This resolution shall take effect immediately upon passage. 

Passed this 18th day of September, 2013.

Resolution No. 2013-49

LEGISLATION NOT INTRODUCED

 

RESOLUTION NO. 2013-49 

A RESOLUTION SUPPORTING URBAN RESTORATIONS, LLC IN ITS EFFORTS TO OBTAIN OHIO STATE HISTORIC PRESERVATION TAX CREDITS FOR THE REDEVELOPMENT OF PROPERTY LOCATED AT 314 EAST BROADWAY IN THE VILLAGE OF GRANVILLE

 

WHEREAS, the Ohio Department of Development administers the Ohio State Historic Preservation Tax Credit program, which awards additional points within its scoring system to projects that are consistent with local government strategic plans; and 

WHEREAS, Council has determined that the redevelopment of the property located at 314 East Broadway (the "Property") is consistent with the Village of Granville and Granville Township Joint Comprehensive Plan, adopted July 18, 2012; and 

WHEREAS, Council further supports the continued operation of the Granville Inn as a historic English manor inn providing hotel lodging, dining, catering and events; and 

WHEREAS, by indicating Council's support of the redevelopment of the Property and its determination that the redevelopment is consistent with the Village's plan to promote historic preservation within its downtown historic district and the continued operation of the Granville Inn as a historic English manor inn, it is Council's intent to support Robert S. Schilling and Linda L. Schilling in obtaining additional outside resources to help fund this important project; 

NOW THEREFORE, be It resolved by the Council of Granville, Ohio that: 

Section I: The Village Council of Granville hereby supports Robert S. Schilling and Linda L. Schilling in its efforts to obtain Ohio State Historic Preservation Tax Credits for the redevelopment of the property located at 314 East Broadway (the "Property") in the historic downtown area of the Village of Granville.  The redevelopment of this Property is consistent with the Village of Granville and Granville Township Joint Comprehensive Plan to revitalize the downtown historic district. 

Section II:  A copy of this resolution will be forwarded to Nathaniel Kaelin, Ohio Development Services Agency, Project Manager in the Office of Redevelopment of the Ohio Historic Preservation Tax Credit office. 

Section III: This resolution shall take effect immediately upon passage.

Resolution No. 2013-48

RESOLUTION NO. 2013-48 

A RESOLUTION ADOPTING A PURCHASING POLICY FOR THE VILLAGE OF GRANVILLE.

 

WHEREAS, it is the desire of the Village Council and the Village staff to establish a policy to provide guidance for issues relating to purchasing; and, 

WHEREAS, in accordance with 1125.12 of the Village Codified Ordinances, the Village Council and staff have reviewed and developed a policy that outlines the responsibilities regarding purchasing; and 

WHEREAS, the Village staff recommends the adoption of a purchasing policy. 

NOW, THEREFORE, BE IT RESOLVED by the Council of the Village of Granville, Ohio that: 

Section I:       A purchasing policy for the Village of Granville, which is attached hereto marked as Exhibit “A” is hereby adopted. 

Section II:      This resolution shall take effect immediately upon passage. 

Passed this 4th day of September, 2013.

 

 

EXHIBIT “A” 

VILLAGE OF GRANVILLE

PURCHASING POLICY 

I.                   PURPOSE

The purpose of this policy is for use as a guide requisitioning purchases, and the receipt and payment process for goods and services. The guide includes statements of purchasing objectives and policies, as well as the procedure to be followed in performing the major purchasing functions. 

Purchasing decisions must be coordinated with the aims, policies, and preferences of the departments served to procure materials and supplies, goods and services necessary for implementing work. 

II.                PURCHASING AUTHORITY AND COMPLIANCE

PRIOR ENCUMBRANCE OF APPROPRIATIONS:  No purchase or contract involving any expenditure are to be processed unless the transaction is first certified by the Finance Director that the amount required for the expenditure has been lawfully appropriated and is either in the treasury, or in the process of collection, and free from any previous encumbrances. 

All precautions should be taken by departments to make sure that budget accounts are not overspent. 

Exceptions to the prior encumbrance requirement are:

a)      Emergency purchases as outlined in Section VII of the Purchasing Policy

b)      Payroll

c)      Utility Bills (including phone) 

Violations of the prior encumbrance requirement:

            If the purchase or contract is not preceded by an encumbrance of funds as specified above, no payment may be authorized unless the Finance Director can certify that both at the time the expenditure was made and at the time certification is completed, sufficient funds were available, properly appropriated, and free from any previous encumbrances. If the amount of the purchase exceeds $10,000 and is not preceded by an encumbrance of funds as specified above, the Village Manager shall report the facts relating to that purchase to Council. 

            PURCHASING INSTRUMENTS: 

a.)    Continuing contracts to be performed in whole or part in an ensuing fiscal

year – only the amount required to meet those amounts in the current fiscal year, in which the contract is made, need be certified (encumbered). Remaining contract amounts must be provided for in the subsequent fiscal year’s appropriations.

b.)    Per unit contracts – need only certify (encumbered) the estimated amount to

become due in the current fiscal year based upon the agreed unit pricing and estimated quantities. The normal per unit contract length will be twelve months or less.

c.)    Blanket purchase orders against any specific line item account, not 

extending beyond the current fiscal year, are to be certified (encumbered) against specific line-item appropriations. A list of expenditures paid under each blanket certificate must be maintained by the Finance Department. The use of blanket purchase orders is subject to the approval of the Finance Director. 

III.             PURCHASING FUNCTION OBJECTIVES

The objectives listed below will indicate the scope of the purchasing function prior to the act of purchase. These objectives are based upon proven principles of sound purchasing business management: 

  1. 1.      Assist department in securing goods and services.
  2. 2.      Cost estimated for budget submission and approval.
  3. 3.      Processing requisitions and orders.
  4. 4.      Secure goods and services of the quality, in the required time and at the lowest prices for efficient Village operation.
  1. 5.      Securing quotations and bids, both formal and informal.
  2. 6.      Develop and maintain sources of supply for goods and services that are capable of meeting the needs of the Village.
  1. 7.      Foster and maintain business relations with vendors and the community in general.           
  1. 8.      Maintain proper inventories.
  2. 9.      Expedite deliveries.

10.  Standardize where possible.

11.  Promote good working relations between Finance and user departments.

12.  Study price and market trends.

13.  Be alert for and recommend new products and services that aid users in the performance of their function:  A Value Analysis program.

14.  Periodically review the Village’s purchases to assure that user needs are being optimally met by the goods and services being purchased. 

15.  Develop a Request for Proposal (RFP) program for use by the Village.

16.  Report purchases to Council as required.

17.  Maintain vendor bidder lists (with appropriate experience data). 

These objectives can be attained by the Finance Department within the framework of a purchasing system.

IV.              STANDARDS AND ETHICS

The Finance Department and department heads are the primary contact between the departments and the vendors. Therefore, the Finance Department and department heads must adhere to high levels of personal conduct and transact business in a strictly ethical manner. 

The following principles are the basics for establishing purchasing practices: 

  1. 1.      Consider, first, the interests of the Village in all transactions, and carry out its established policies.
  1. 2.      Recognize value as being a combination of quality, service and price that assures the greatest economy to the user, and buy on this value basis.
  1. 3.      Buy without prejudice, seeking to obtain the ultimate maximum for each dollar spent.
  1. 4.      Respect the Village obligations and neither express nor imply a promise of performance that we cannot expect to fulfill.
  1. 5.      Refrain from divulging information acquired in confidence with the intent to giving or receiving an unfair advantage in a competitive business transaction.
  1. 6.      Village employees are prohibited from accepting gifts, entertainment or any other gratuity from any individual or business.
  1. 7.      Adhere to the National Institute of Governmental Purchasing principles for ethical purchasing.
  1. 8.      Follow Village and state ordinances, when applicable.
  2. 9.      Village employees may purchase items from the Village when they are sold by sealed bids, public auction or online auction. 

All employees of the Village participating in the purchasing process must refrain from any private business or professional activity that would create a conflict between personal interests and the interests of the Village. 

V.                 REQUISITIONS & PURCHASE ORDERS

PURPOSE:  The purpose of a requisition is to inform the Finance Department of the needs of the department so that procedures can be set in motion toward the purchase of the needed materials and equipment, goods and services. It also enables the Finance Director to check availability of funds. In addition, it can save the Village from placing duplicate orders, thus saving time and money. A requisition is not to be considered as an approved final Purchase Order. 

WHEN TO REQUISITION:  It is the responsibility of the department head to anticipate the needs of the department as much in advance as possible, so as to not create a situation whereby items need to be purchased on an emergency basis. Thus, the requisition should be submitted far enough in advance to allow the Village to take advantage of competitive quotations and bidding. 

Delivery time is also a factor to be considered. Orders should be submitted to ensure that the commodity is delivered when needed. 

HOW TO REQUISITION: 

  1. Submit to the Finance Department the following information:
  2. a.    General Description (be certain to include physical description and model number, if a particular manufacturer’s model or catalog number is available, and give enough information to fully describe item)

b.      Date Requested

c.       Suggested Vendor

d.      Quantity & Price

e.       General Ledger account number to be charged

  1. Prior to the order being placed, the purchase requisition will be submitted to the Finance Department and the Finance Director or designee shall examine the account to determine whether or not there is an unencumbered balance remaining in the amount allotted for the purpose to the account against which it is proposed that the purchase or contract be charged. If proper funds are not available, the requisition will be processed according to Section VI of the Purchasing Policy.

3.      If the unencumbered balance of the allotment is adequate, the Finance Director or designee shall assign a purchase order number to the requisition converting the purchase requisition to a purchase order and submit the purchase order to the Village Manager for approval.

4.      Upon approval of the purchase order by the Village Manager, the Finance Director or designee shall encumber such balance by the amount of the purchase order or contract by entering the requisition and purchase order into the Village’s accounting software.

5.      A purchase requisition copy will be returned to the ordering department with the purchase order number inscribed.

6.      Orders shall not be placed until the purchase requisition copy with the purchase order number inscribed and signature of the Village Manager is returned to the purchaser.

7.      All purchase orders shall contain the following certificate which the Finance Director or designee shall sign and retain a copy:  “It is hereby certified that the amount of ($___) required to meet the contract, agreement, obligation, payment or expenditure for the above has been lawfully appropriated or authorized or directed for such purpose and is in the Treasury or in process of collection to the credit of the _______ Fund free from any obligation or certification now outstanding.”

Date______________   Finance Director Signature ___________________

8.      Each purchase order certified, as properly encumbered, shall be delivered to the requesting department head who shall send it to the vendor as authority for performance. Each contract, when certified as properly encumbered, shall be delivered to the Manager who shall sign the same on behalf of the Municipality and send one copy to the contractor as his authority for performance. The purchase order is the vendor’s authorization to ship equipment, materials or supplies or to perform the services specified thereon. It constitutes the contract between the Village and the vendor, with the conditions specified and incorporated into the contract. Any goods delivered or work performed prior to the date of issue of the purchase order or contract, legally signed and delivered shall be entirely at the risk of the vendor or contractor.

VI.              OVER EXPENDITURES AND SUPPLEMENTAL APPROPRIATIONS

If the requisitioned budget account lacks a sufficient balance, the Finance Department will return the requisition to the requisitioning department. The department head may: 

  1. Drop the request.
  2. Request transfer of appropriations
  3. Request a supplemental appropriation from contingency or surplus to cover the cost of the material or the service requested.

4.      An over expenditure of a budgeted account should be fully explained in the form of a memo to the Village Manager, who will analyze the request and either approve or disapprove the requisition.

5.      Requests for supplemental appropriation should be directed to the Finance Department in the form of a memo fully explaining such a request.  Normally, only things that could not have been foreseen or reasonably provided for by careful planning, and are of an emergency in nature, will be considered for presentation to Council. Therefore, careful preparation of annual departmental budget requests is a necessity.

VII.           EMERGENCY PURCHASES

TRUE EMERGENCIES:

An emergency situation is defined as a situation in which operation of a department would be seriously hampered because of a shortage of goods or services to maintain critical Village operations. 

EMERGENCY PROCEDURE:

During normal working hours, the department head will notify the Finance Department of the need for an emergency purchase. The Finance Department will assist the department in securing the needs and issue a purchase order number for the items to be purchased. The requesting department will make necessary arrangements for delivery. 

REQUISITION: A requisition must be submitted to the Finance Department as soon as possible so that a confirming purchase order can be issued. 

OTHER EMERGENCIES:  If an emergency occurs at times other than normal working hours (i.e. nights, weekends, holidays), the department must submit, on the next working day, a requisition accompanied by a sales slip, invoice and/or explanation for the necessity of the purchase. The Finance Department shall follow through with the accompanying paperwork and any appropriate reporting procedures (see Codified Ordinance Section 125.09.)             

Negligence on the part of the department head to plan properly is not justification for an emergency purchase. Emergency purchases made hurriedly on a noncompetitive basis are costly and possibly not at the best price.

VIII.        PROCESSING INVOICES AND VOUCHERS

Vendors who supply goods or services in response to purchase orders shall deliver such goods or service in compliance with the terms hereof. When they have performed the obligations, which rest upon them under such purchase orders, they shall render invoices with the purchase order number and date of the pertinent purchase order. Each such invoice shall be delivered to the Finance Department. 

All invoices shall be delivered promptly to the Finance Department, who shall prepare a voucher and audit to see that it is complete and correct and that the order was legally made. The outstanding encumbrance shall be credited, the cash balance debited in each case and a check written or electronic transfer made for payment. Any adjustment due to shortage in deliveries, reductions in price or discounts taken shall be made when the entries affecting encumbered balances are made. Checks shall be signed by the Finance Director and Village Manager. The Mayor and/or Vice Mayor may sign checks in place of the Finance Director and/or Village Manager; however, two signatures should accompany all checks.

IX.              PAYMENTS ON CONTRACTS

Payments on signed contracts shall be made in strict accordance with the terms of such contracts, when the conditions laid down in such contracts have been faithfully met by the contractor. Vouchers for partial payments on construction contracts shall bear the certificate of the designated engineer or consultant as to the percentage or completion of the contract at the date of the voucher and no payment shall be made of a greater proportion of the contract price than has been completed. Vouchers against contracts shall be credited against outstanding encumbrances and charged against cash expenditures before they are paid. Checks or electronic payment of vouchers against contracts shall be prepared by the Director of Finance or a designated agent and signed by the Finance Director and by the Manager. The Mayor and/or Vice Mayor may sign checks in place of the Finance Director and/or Village Manager however two signatures should accompany all checks.

X.  CENTRAL STORES OF OFFICE SUPPLIES AND JANITORIAL ITEMS

A central store of such items as Village of Granville envelopes, folders, copy paper, legal pads, staples, and paper clips will be maintained as required.

XI.  QUOTATIONS PROCEDURE

PETTY CASH: Minor purchases which cost less than twenty dollars ($20.00) may be made by the department directly from the vendor. The cost, not including sales tax, will be reimbursed from the petty cash fund administered by the Finance Department, upon presentation of a paid invoice or sales slip. 

ITEMS EXCEEDING $20.00: Items exceeding $20.00 must be requisitioned following the established procedure. If the purchase exceeds $500, the requesting department should obtain informal quotations from at least two (2) qualified vendors before following the established requisition procedure.  

ITEMS EXCEEDING $5,000: Items exceeding five thousand dollars ($5,000) must be requisitioned by the department in the usual manner. The department must obtain written quotations from two or more vendors before a purchase order can be issued to a vendor. 

ITEMS OR SERVICES MORE THAN THE AMOUNT AS DESIGNATED IN SECTION 5.05 OF THE CHARTER:  All purchases exceeding the amount designated in Section 5.05 of the Charter of the Village of Granville will be based on sealed bids. These purchases will follow the procedure outlined below: 

  1. Resolution authorizing bids
  2. The invitation to bid will be advertised in the local newspaper as required by law
  3. Invitations to bid be will be sent to requesting bidders, and/or bids will be sent directly to bidders on bid list and those qualified who respond to the legal advertisement.

4.   All bids shall be received by the office of the Clerk of Council and must be sealed to be accepted. Upon receipt by the Clerk’s office, all proper bids shall be stamped “Received,” shall be marked with the date and time at which it was received and shall also be signed by an employee of the Village. Bids that are unsealed shall not be accepted by the Clerk’s office.

5.   Bids shall be opened on the day and time set in the bid announcement, and publicly read and tabulated by two representatives of the Village. The official time shall be determined by the clock in the Village Hall. Bids shall be delivered by a representative of the Clerk’s office to the Village staff member responsible for conducting the bid opening. Once the advertised time has arrived, no further bids or additions to bids shall be received. Before opening any bid, the staff member presiding shall introduce other staff members or consultants who are assisting in the bid opening. The Village Manager or his designee shall be present at all bid openings. The Manager’s designee shall be a staff member other than the staff member presiding over the bid opening.

6.  As each bid is opened, it shall be examined for proper stamp showing date and time received, whereupon the presiding staff member shall acknowledge receipt of the appropriate bond, if required.

7.  Where required, bids shall be accompanied by a sufficient and acceptable bid bond, in the form of a certified or cashier’s check drawn on a solvent bank or a bid bond executed by a surety authorized to do business in the State of Ohio, and made payable to the Village, to assure the Village, that if a bid is accepted, a contract will be entered into. Where required, a Performance Bond (100%) or a 100% bank “Letter of Credit” shall be secured by the Village, prior to commencement of the contract, and approved by the Village Law Director.

8. Where required, bidders shall execute and submit a non-collusion affidavit and a disclosure of personal property taxes on the forms furnished by the Village. No contract is deemed fully executed until this is done. Upon completion of the project, a signed contractor’s indebtedness affidavit must be filed with the Village to execute final payment of said contract.

9.   Prevailing wages shall be paid as required by Ohio law on all projects for new construction, remodeling, and repair projects. Bids shall be submitted accordingly as noted in the bid requirements.

10.  The interest earned on all contract retainage shall accrue to the sole benefit of the Village.

11.  Addendums to bids shall be made available to all known bidders and shall be

issued, in a reasonable time, prior to the opening. Bids may be postponed as deemed in the Village’s best interest. The Village reserves the right to reject any and all bids, waive informalities and make an award deemed in its best interests.

12.  Bidders are to keep informed of all laws and regulations, federal and state,

Village Ordinances, codes, rules, safety requirements (Industrial Commission), which affect those employed to engage in the work or materials to be used in a project. 

13.  Project completion (delivery) warranties, references, terms and F.O.B. shall be

required by bidders in the Bid Invitation. Non-responsiveness can be determined as a condition for bid disqualification.

14.  Bids will be awarded on the basis of best and lowest bids by a qualified vendor

conforming to the specifications. Bid tabulations will be reviewed by the Village Manager, together with the department head requesting the particular supplies, materials, equipment or contractual service being purchased. The Manager and aforementioned department head shall make such investigation of the responsibility of the bidders as they deem necessary and shall, at the earliest possible time after receipt of bids, report to Council their recommendation of the lowest and best qualified bidder to which the contract should be awarded.

15.  The final authority for the award of contracts shall rest with Village Council and

shall be made by affirmative vote of at least four members of Council unless Council determines that the public interest would be better served by rejecting all bids and ordering a new advertisement, in which Council may do so by affirmative vote of at least four members.

16.  After final authorization, the Finance Department shall follow through with the

proper purchase order. The bid award shall be made within forty-five (45) days of the bid opening, except when the bid involves use of federal funds or sale of notes and/or bonds, in which case the award shall be made pending the availability of funds. Bids may not be withdrawn or modified unless the award is delayed beyond that time. The Village reserves the right to establish its own schedules of construction and payment with any contractor awarded the bid, and to bid each component part of the project as a whole or separately.

XII.           SPECIFICATIONS

Standard specifications should be set up so that maximum competition can be secured. The description of the commodity and its characteristics should be so definite and precise as to eliminate the possibility of misunderstanding on the part of the purchaser, vendor, or user. Wherever necessary, tests will be made to determine compliance with the specifications. Specifications considered “closed” (eliminating all competition) shall not be submitted by any department. 

Trade or brand name items may be requested on the requisition, but may not necessarily become a part of the final specifications. Use of brand names shall establish a generally accepted standard, while other brand names of the same general quality will be requested to submit bids. 

EXCEPTIONS: Where current equipment or materials for parts or replacement are required, alternatives may not be feasible.

XIII.        ITEMS COVERED BY WARRANTY OR GUARANTEE

DEPARTMENT FILE: The Village may purchase items that have a warranty or guarantee for a certain length of time. Prior to the repair or replacement of any items, the department head should check to see if the item is covered by such warranty or guarantee. Generally, each department should maintain an active, up-to-date file on such warranty or guarantee with complete information.

XIV.        PAYMENT OF TRANSPORTATION

FREIGHT CHARGES: Freight charges will be handled in one of the following ways: 

  1. F.O.B.: Village of Granville. When the purchase order is marked in this manner, no transportation charges are to be paid by the Village.
  1. F.O.B.: Shipping Point. In cases where the Village does not pay freight charges, the charges are to be prepaid by the shipper and the prepaid bill shall be added to the invoice.
  1. C.O.D. CHARGEES: The Village will not accept C.O.D. shipments. If shipping charges are to be paid; they will be paid in the above described manner. 

XV.           BID AND PERFORMANCE BONDS

            Where required, bids shall be accompanied by a sufficient and acceptable bid bond, in the form of a certified or cashier’s check drawn on a solvent bank or a Bid Bond executed by a surety authorized to do business in the State of Ohio and made payable to the Village, to assure the Village, that if a bid is accepted, a contract will be entered into. Performance bonds or bank “Letters of Credit,” where required, shall be deposited in the amount of the contract (100%) prior to execution of contract and approved by the Village Law Director. 

            Requiring certified checks or bonds may not always be in the best interest of competition. Therefore, careful study should be given to this matter before a bond is required. In any event, the Village Manager shall decide when the deposit of a bond or “Letter of Credit” is necessary for a vendor to be awarded a purchase order or contract. 

  1. XVI.        RETURNS

The following procedure should be used for materials, goods, or equipment received requiring return to vendor: 

  1. Department head contacts vendor for disposition, return authorization
  2. Department head receives return instructions and Return Materials Transfer

Order (RTMO) form, which is sent with return, along with copies for the department and Finance.

  1. Finance receives appropriate credit.
  2. Department receives appropriate replacement, if required. 

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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