Those responding to the roll call were Councilmembers Johnson, Lerner, McGowan, Montgomery, O'Keefe, Vice Mayor Barsky, Mayor Hartfield, Manager Stilwell and Law Director King.
As no one appeared to speak, Mayor Hartfield closed Citizen Comments at 7:31pm.
As no one else appeared to speak, Mayor Hartfield closed the public hearing for Ordinance No. 02-2013 at 7:32pm.
Ordinance No. 03-2013, An Ordinance to Adopt New Engineering and Subdivision Regulations for the Village of Granville was introduced and moved for approval by Councilmember McGowan. Second by Vice Mayor Barsky.
Councilmember McGowan asked Village Engineer Turner what were the most dramatic changes to the new Village standards from the old standards. Village Engineer Turner indicated that the use of the City of Columbus' standards, in general. The Columbus standards were used by most municipalities in the central Ohio area and understand by engineers and contractors. These standards were the accepted standard. Councilmember O'Keefe asked why City of Columbus standards were used as the basis of this document. Village Engineer Turner commented that the City of Columbus was the biggest player in central Ohio. These standards work for both public and private development including municipal infrastructure.
Councilmember Johnson asked if there should be a licensure requirement for contractors installing sewer or water infrastructure. Village Engineer Turner indicated that most of the suppliers that would work in the Village were already known and licensure would not necessarily be of an additional benefit.
Councilmember Lerner asked about suppliers who were not known that would work in the Village for local residents. Village Engineer Turner indicated that the Village would not provide for residential licensure as that would be handled by the Licking County Building Department.
Vice Mayor Barsky asked if Blacklidge Emulsions, Inc., mentioned on page four, was a sole provider. If so, would that result in the bidding process not being needed. Village Engineer Turner indicated that Blacklidge Emulsions, Inc. was the only supplier that met the current standards, so a bidding process would not be needed.
Vice Mayor Barsky asked the difference between the texts that were emboldened versus the non emboldened text. Village Engineer Turner indicated that the emboldened text represented issues specific to Granville that were changed from the Columbus standard.
Vice Mayor Barsky asked for clarification on several items including if language allowed for tree lawns, if there was a standard distance for a hydrant from the curb and what were vertical curves. Village Engineer Turner explained that there was language regarding tree lawns in the general section. The standard distance of a hydrant from a curb was two feet or eight feet from a non-curbed roadway. A vertical curve was a change or drop in pavement.
Councilmember O'Keefe asked if these standards required all streets and roadways to have sidewalks and curbs. If so, was that requirement compatible with language in the Comprehensive Plan? Manager Stilwell indicated that he would need to check the specific language in the Comprehensive Plan, but the addition of curbs and sidewalks was a desirable feature of any new development.
Mayor Hartfield called for a roll call vote to approve Ordinance No. 03-2013: Councilmembers Johnson – yes, Lerner – yes, McGowan – yes, Montgomery – yes, Vice Mayor Barsky – yes and Mayor Hartfield – yes. Motion carried 7-0. Ordinance No. 03-2013 was approved.
Resolution No. 2013-10, A Resolution Authorizing the Village Manager to Enter into a Contract with the Ohio Department of Transportation (ODOT) for a Resurfacing Project for Newark-Granville Road and East – West Broadway was introduced and moved for approval by Councilmember O'Keefe. Second by Councilmember McGowan.
Planner Terry described to Council the areas of Newark-Granville that were part of the resurfacing project. She indicated that $799,990 in funding was secured from ODOT and LCATS. An additional grant to the OPWC for the project was submitted for an additional $60,000 to reduce the Village's cost from $427,377.15 to $367,377.15. The Village also applied for an OPWC twenty year, zero percent interest loan for the balance of $367,377.15. Pre-award letters will be sent to applicants in April or May.
Mayor Hartfield thanked Planner Terry for her efforts in securing these grants.
Councilmember Johnson asked if there would be any right-of-way acquisitions needed and the design costs. Manager Stilwell indicated that no right-of-way acquisitions would be needed. The design costs were $48,000 and included in the 2013 budget.
Vice Mayor Barsky asked if there was specific information regarding reducing the width of the boulevard medians on West Broadway. Manager Stilwell indicated that there was nothing specific. The agricultural vehicles that routinely come through the Village must now drive up over the curb. Recently a vehicle pulled holiday decorations off the Village tree. Staff has expressed concern that these vehicles could also damage the sprinkler systems in the median. Staff was still determining the costs of any possible remedies. Vice Mayor Barsky asked the availability of other routes into the Village and suggested that staff look for other directions. Manager Stilwell indicated that these vehicles were now much larger and it was a tight fit for equipment coming into town from any direction.
Councilmember O'Keefe asked if there was more truck traffic coming through the Village now that former Township Road 537 was closed. Manager Stilwell indicated that he was unaware of any increase.
Mayor Hartfield called for a vote to approve Resolution No. 2013-10. Motion carried. Resolution No. 2013-10 was adopted.
Resolution No. 2013-11, A Resolution to Authorize the Village Manager to Sign a Memorandum of Understanding with the Licking County Humane Society was introduced and moved for approval by Vice Mayor Barsky. Second by Councilmember Lerner.
Councilmember Lerner asked Manager Stilwell if the costs for the Humane Society services were clarified. Manager Stilwell introduced Humane Society Director Lori Carlson. He indicated that the maximum cost to the Village would be $10 per month. The memorandum before Council was amended to clarify the fees.
Mayor Hartfield thanked Director Carlson for coming to the Council meeting and congratulated the Humane Society on their move to a new facility. Director Carlson invited everyone to visit the new Humane Society at 825 Thornwood Drive.
Mayor Hartfield called for a vote to approve Resolution No. 2013-11. Motion carried. Resolution No. 2013-11 was adopted.
Councilmember Johnson and Lerner recused themselves from the meeting.
Resolution No. 2013-12, A Resolution to Permit the Demolition of a Single Family structure at 2486 Newark-Granville Road was introduced and moved for approval by Vice Mayor Barsky. Second by Councilmember McGowan.
Gill Wright Miller, 337 West Broadway, requested that Council deny or, at least, delay the demolition application for the home at 2486 Newark-Granville Road. She indicated that this home was built by one of her ancestors William S. Wright. This home was a historic home and should be saved. She indicated that she had contacted the LDS Church, the Granville Historical Society and the Ohio Historical Society. The LDS Church agreed to meet with her and a structural engineer, but that meeting could not take place until the week of February 25th. She also indicated that the LDS Church was also willing to subdivide and sell the property. She asked that Village Council provide her time to complete the process of trying to save the home.
Councilmember McGowan asked LDS Church representative Gordon Jeffery if the Church objected to a delay. Mr. Jeffrey indicated that the Church would not object to as delay as he was still in the process of raising the funds for the surety bond and liability insurance. He would need a decision made by the end of June. Councilmember McGowan indicated his support to delay a decision to allow the parties an opportunity to work something out.
Mayor Hartfield asked Ms. Miller about a possible time frame. Ms. Miller asked for a delay of six months. Mr. Jeffrey need a decision before the end of June.
Vice Mayor Barsky suggested that salvage rights also be considered as part of the process.
Councilmember McGowan moved to table Resolution No. 2013-12 until the June 19, 2013 or earlier should the parties come to an agreement. Second by Vice Mayor Barsky.
Mayor Hartfield called for a vote to table Resolution No. 2013-12 until June 19, 2013. Motion carried. Resolution No. 2013-12 was tabled.
Councilmembers Johnson and Lerner returned to the meeting.
Ordinance No. 04-2013, An Ordinance to Authorize the Village Manager to Enter into a Lease Agreement with the Granville Recreation District for the Lease of a Portion of Village Hall, 141 East Broadway was introduced and a hearing date recommended for March 20, 2013 by Councilmember O'Keefe. Second by Vice Mayor Barsky.
Mayor Hartfield scheduled a public hearing for Ordinance No. 04-2103 for March 20, 2013.
Vice Mayor Barsky asked if the mowing agreement would be separate from this ordinance. She would like to see the two agreements together.
Councilmember McGowan commented that he felt the GRD was receiving a lot of benefits that most renters would not such as free utilities. He also questioned what one fourth of the copying charges were and how those charges were being determined. He asked staff to provide the cost of mowing two years ago for the Wildwood Park area versus the proposed mowing. Councilmember McGowan felt that the GRD should have and should be looking for an alternate location such as Bryn Du. Vice Mayor Barsky asked Manager Stilwell if he had told the GRD that Council questioned whether they had looked at alternative sites. Manager Stilwell responded in the affirmative.
Ordinance No. 05-2013, An Ordinance Adopting Permanent Zoning (Village Gateway District) for the Raccoon Creek LLC, Property of Columbus Road and Weaver Road was introduced and a hearing date recommended for March 20, 2013 by Councilmember McGowan. Second by Councilmember O'Keefe.
Mayor Hartfield scheduled a public hearing for Ordinance No. 05-2103 for March 20, 2013.
Planner Terry indicated that the property owners have requested that the property be zoned as "Village Gateway District." The Granville Planning Commission, after conducting a public hearing on the request on December 10, 2012, has determined that the property is suitable for the "Village Gateway District" zoning designation and have recommended that the property by zoned accordingly. The Planning Commission recommended the Village Gateway District with a conversation district for the portion of the property in the floodway. Language indicated such was included and Metropolitan Partners agreed to place a deed restriction on the property. That complete conversation district language will be complete for the public hearing.
Ordinance No. 06-2013, An Ordinance to Amend Section 1156.14, 1163.03, 1169.03 and 1185.01 of the Codified Ordinances of the Village of Granville, Ohio was introduced and a hearing date recommended for March 20, 2013 by Councilmember McGowan. Second by Vice Mayor Barsky.
Mayor Hartfield scheduled a public hearing for Ordinance No. 06-2103 for March 20, 2013.
Adopting the same requirements for accessory structures within the Planned Unit Development District, Suburban Business District and the Village Gateway District as they currently exist within the Suburban Residential District and Village District. these requirements would be applicable within all residential districts of the Village and would remove inconsistencies.
Removal of the Planning Commission review and approval requirement, which was similar in nature to the change proposed above. There were no additional standards the Planning Commission could review beyond whether the proposal met the setback requirements, lot coverage requirements, etc. There could be no architectural standards imposed.
4) Section 1185.01, Swimming Pool Requirements; Definitions (Swimming Pools): Clarification of language regarding the height at which a fence or wall shall be erected surrounding a swimming pool. The current code language was ambiguous about fence height around swimming pools. A common fence height should be established to create consistency.
Councilmember Johnson asked if imposing the AROD criteria was the most appropriate criteria to impose in the SRD when an addition exceeds the twenty percent guideline. Staff indicated that they would discuss this issue further with Councilmember Johnson.
Councilmember McGowan made a motion to approve the February 6, 2013 minutes as amended. Second by Vice Mayor Barsky. Motion carried.
The Mayor's report for the month of January was presented for review.
Councilmember McGowan asked there were more issues involving Denison students in regard to drugs and alcohol than the previous ten years. Was there an increase in problems or just an increase in reporting? Were the students placing a bigger burden on the Village's safety services than previously? Vice Mayor Barsky responded in the affirmative that there was in increase in offenses over the course of the last decade. Manager Stilwell indicated that the Village had heightened enforcement over the past year. He could ask the police chief to check the number over the past year. The Granville police department was not accompanying EMS runs onto campus, which may show an increase in police department responses.
Councilmember McGowan moved to accept the January Mayor's Report. Second by Councilmember Johnson. Motion carried.
The Manager's report for the month of January was presented for review.
Councilmember McGowan moved to accept the January Manager's Report. Second by Vice Mayor Barsky. Motion carried.
Councilmember Montgomery reported that the Foundation approved the 2013 grant awards and the 2013 budget.
Councilmember McGowan reported that the spring programming brochure was being prepared.
Councilmember O'Keefe reported that the Open Space Committee had met twice.
Councilmember Lerner reported that the Commission was working on the upcoming pest seminar, which would include some alternative pesticide choices. The Commission was also preparing for the Arbor Day celebration and would be working with the GRD on planting two trees at Wildwood for Earth Day. The Commission had also asked if the air quality in Granville had ever been tested. Manager Stilwell asked what were they interested in monitoring. Vice Mayor Barsky asked staff to check what air quality report have been complete for the Village. The Commission also worked on finalizing a plant list for upgrading the northwest corner of Opera House Park.
Manager Stilwell advised Council that the Cherry Valley interchange was still a Tier 2 project for 2013. However, there was a possibility that the project could be reconsidered later this year.
Manager Stilwell wanted Council to be aware of the cross-training of staff in the water and wastewater plants. Staff members had taken training to be able to work both plants. He congratulated staff on their willingness to work together.
Manager Stilwell provided Council with information about changing the annual clean-up / fix-up week from being an annual program to a weekly program by allowing the Village refuse hauler Big O to take any items left out by residents. Big O had the capacity and equipment to handle this service more effectively than the Village. This change in the program would save the Village $10,000 annually. It would merely be using a different method to provide a similar service. Select items such as tires, batteries, motor oil and paint could be brought to the service department throughout the year during business hours. The change would also free-up Village staff to work on spring projects.
Councilmember McGowan indicated that he thought this suggestion was good and should be tried for one year and then reevaluated. The Sentinel will make residents aware of this change and Council would be able to receive feedback prior to the next meeting.
Councilmember Montgomery was concerned that Big O would not take the large bulk items or a quantity of items on a weekly basis. Residents prefer the anything goes option now available to them. Making a change would also require some sort of educational process for the residents. He was in favor of maintaining the current program.
Councilmember O'Keefe was in support of the current system as the items were often recycled by "pickers" and were not put into the landfill. She appreciated that potential savings to the Village, but hated to see so much more go into landfills. She expressed her concern regarding hazardous waste collection and was in support of some items still be able to be dropped off at the service department.
Mayor Hartfield commented that she had observed items left at the curb for Big O and those items were not taken. She felt the service was valuable to residents who saved all year to set debris at the curb. She was not in support of ending the current program.
Councilmember Johnson wondered if a hybrid of the system could be set up with Big O where once a month extra items could be placed at the curb for pick-up. That system would provide a level of consistency for the residents in knowing that bigger items could be taken at least monthly. He also suggested that the Village could pay Big O to pick-up the clean-up / fix-up materials instead of Village staff.
Council requested that staff propose a resolution for the March 6th Council meeting regarding this issue and ask a representative of Big O to attend the meeting.
Clerk Prasher provided Council with a report highlighting the success of the deer management program. She indicated that one hundred thirty-seven deer were culled. She felt the program was still successful and appreciated the work done by the hunters involved and the residents who provided property.
Councilmember O'Keefe moved to enter into Executive Session, pursuant to ORC §121.22(G)(3) – "conference with an attorney for the public body concerning disputes involving the public body that are the subject of pending or imminent court action." Second by Councilmember McGowan.
Mayor Hartfield called for a roll call vote: Lerner – yes; McGowan – yes; Montgomery – yes; O'Keefe – yes; Johnson – yes; Barsky – yes; Hartfield – yes. Motion carried 7-0. Time in: 9:24pm.
Councilmember McGowan moved to return to regular session. Second by Vice Mayor Barsky.
Mayor Hartfield called for a roll call vote: McGowan – yes; Montgomery – yes; O'Keefe – yes; Johnson – yes; Lerner – yes; Barsky – yes; Hartfield – yes. Motion carried 7-0. Time in: 9:38pm.
Councilmember McGowan made a motion to adjourn. Second by Vice Mayor Barsky Motion carried.
Mayor Hartfield recognized Denison students in the audience, who were in attendance as part of an environmental science class.
As no one appeared to speak, Mayor Hartfield closed the public hearing for Ordinance No. 02-2013 at 7:32pm.
Ordinance No. 02-2013, An Ordinance to Amend Ordinance No. 22-2012 Providing for Adjustments of the Annual Budget for the Fiscal Year 2013 and Revising Sums for Operating Expenses was introduced and moved for approval by Vice Mayor Barsky. Second by Councilmember Lerner.
Councilmember McGowan indicated that as he voted against the ordinance approving merit increases, he was not in support of this ordinance either. He suggested that Council should take time to consider and determine how to proceed with merit increases in 2013. He suggested that instead of money, employees be awarded additional time off. Vice Mayor Barsky agreed that the process regarding merit increases should be looked at and a cap set. Councilmember Lerner questioned if additional time off would be considered an incentive. Manager Stilwell indicated that it would depend on the individual staff member. Councilmember Montgomery commented that the merit increases only impacted non-bargaining employees.
Mayor Hartfield called for a roll call vote to approve Ordinance No. 02-2013: Councilmembers Johnson – yes, Lerner – yes, McGowan – no, Montgomery – yes, Vice Mayor Barsky – yes and Mayor Hartfield – yes. Motion carried 6-1. Ordinance No. 02-2013 was approved.
Resolution No. 2013-09, 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 was introduced and moved for approval by Councilmember McGowan. Second by Councilmember O'Keefe.
Councilmember Montgomery questioned if the $397,000 budget in this line item was for only this project as the current bid came in under budget. Manager Stilwell indicated that the estimate for the Jones Road project was $350,000. The additional funds in that line item included funding for paving the public parking lot as part of the pedestrian pathway project. There would be funds still available.
Councilmember Johnson asked for an explanation as to why the engineer's estimate was so far under the bid amounts. Manager Stilwell indicated that estimates were complied a year in advance so the Village Engineer used the information available at that time. Additionally, the Village scheduled the bid process early in the year while contractors may be securing projects for the year and willing to bid more aggressively. The Shelly Company also indicated that they like to work with the Village and bid to be sure to secure our projects.
Mayor Hartfield called for a vote to approve Resolution No. 2013-09. Motion carried. Resolution No. 2013-09 was adopted.
Ordinance No. 03-2013, An Ordinance to Adopt New Engineering and Subdivision Regulations for the Village of Granville was introduced and a hearing date recommended for February 20, 2013 by Councilmember O'Keefe. Second by Councilmember McGowan.
Mayor Hartfield scheduled a public hearing for Ordinance No. 03-2103 for February 20, 2013.
Manager Stilwell indicated that staff would provide a presentation about this ordinance at the February 20th public hearing. The updated standards were based on the existing engineering standards of the City of Columbus and modified to meet the needs of the village. The current Village standards were last updated in 1988. The new draft standards were sent to contractors for their comments and suggestions. Village Engineer Jerry Turner and Village staff would be happy to answer any questions.
Councilmember McGowan made a motion to approve the January 16, 2013 minutes. Second by Councilmember Johnson. Motion carried.
Councilmember Johnson excused himself from the meeting at 8:05pm.
Councilmember O'Keefe reported that the Open Space Committee would meet on February 7, 2013.
Councilmember Lerner reported that the Commission was working on the upcoming pest seminar. Councilmember O'Keefe requested that Commission and Village be as environmentally friendly as possible when using pesticides. Vice Mayor Barsky commented that the Tree & Landscape Commission were sensitive to the types of materials used when dealing with various insects including deciding not to spray. The Service Department was also sensitive to the types of products used on Village roadways.
Vice Mayor Barsky indicated that the DAR grant was submitted. The Union Cemetery Board thanked Council for providing the additional funding needed to submit the grant. The Fannins would be coming for three weeks this summer to work in the cemetery. Denison offered housing for the Fannins at a very reasonable cost.
Mayor Hartfield asked Council if they were in agreement with resuming Council Committee meetings. Council agreed with the concept of small committee meetings to discuss issues that may need to be brought to Council's attention.
Manager Stilwell provided Council with proposed legislation to complete a memorandum of understanding with the Licking County Humane Society to have LCHS handle issues involving animal cruelty in the Village at a cost of $10 per month. State law establishes the authority of humane societies and assigns a minimum contribution by municipalities. This memorandum would enable Village staff and police officers to better handle disputes that happen within the Village as the Humane Society would be more suited to mediate these issues.
Councilmember McGowan questioned whether the eighth Whereas was an additional cost above the $10 monthly fee. Council asked Manager Stilwell to clarify the cost and language to ensure that there were no additional fees above the $10 per month.
Vice Mayor Barsky asked staff to determine the number of municipalities in the area who were also developing a similar memorandum.
Manager Stilwell provided Council with a draft lease agreement with the Granville Recreation District. This information was provided to Council originally in June, 2012. The Village proposed an exchange with the GRD for use of Village office space. The GRD would handle mowing services that the Village currently covered with an estimated exchange value of $14,000.
Councilmember McGowan commented that the GRD should pay rent as they were a government entity that received funding from municipal levies. The GRD originally asked for use of Village Hall for one year. The five-year lease proposed in this agreement was too long of a period. The rental fee of $1 was also too little. Councilmember McGowan commented that there were other locations that the GRD could rent such as Bryn Du. The Bryn Du Commission would probably be happy to offer a location. He indicated that he would prefer if the GRD paid rent and the Village continued to pay for mowing services.
Councilmember Montgomery indicated that he did not have a problem with swapping mowing services for office space and copier use initially; however, now that the Law Director needed office space and the conference room was moved into the second floor lobby area, having the GRD look at other possible locations might be practical.
Vice Mayor Barsky commented that a five-year lease was too long. She also wondered if the GRD had looked at alternative locations.
Council advised Manager Stilwell that they would be in support of a one-year lease. They also would like to see the GRD look at other options for office space including using Bryn Du.
Councilmember McGowan commented that he felt residents were doing a better job removing snow from Village sidewalks with the new snow removal policy.
Councilmember Montgomery commented that he liked and appreciated the new meeting participation guide developed for residents.
Vice Mayor Barsky moved to enter into Executive Session, pursuant to ORC §121.22(G)(3) – "conference with an attorney for the public body concerning disputes involving the public body that are the subject of pending or imminent court action." Second by Councilmember Lerner.
Mayor Hartfield called for a roll call vote: Lerner – yes; McGowan – yes; Montgomery – yes; O'Keefe – yes; Barsky – yes; Hartfield – yes. Motion carried 6-0. Time in: 8:15pm.
Councilmember Johnson returned to the meeting at 8:23pm.
Mayor Hartfield called for a roll call vote: McGowan – yes; Montgomery – yes; O'Keefe – yes; Johnson – yes; Lerner – yes; Barsky – yes; Hartfield – yes. Motion carried 7-0. Time in: 8:38.
Those responding to the roll call were Councilmembers Johnson, Lerner, McGowan, Montgomery, Vice Mayor Barsky, Mayor Hartfield, Manager Stilwell and Law Director King.
Vice Mayor Barsky moved to excuse Councilmember O'Keefe. Second by Councilmember McGowan. Motion passed.
As no one appeared to speak, Mayor Hartfield closed Citizen Comments at 7:30pm.
Mayor Hartfield swore in new Law Director Michael King. Council welcomed Law Director King to his new position.
As no one appeared to speak, Mayor Hartfield closed the public hearing for Ordinance No. 01-2013 at 7:33pm.
Ordinance No. 01-2013, An Ordinance Accepting an Application for the Annexation to the Village of Certain Real Properties Located on Columbus Road and Weaver Road, Totaling 32,036+/- Acres was introduced and moved for approval by Vice Mayor Barsky. Second by Councilmember McGowan.
Councilmember McGowan and Mayor Hartfield offered Metropolitan Partners and their counsel the opportunity to speak. They declined.
Mayor Hartfield called for a roll call vote to approve Ordinance No. 01-2013: Councilmembers Johnson – yes, Lerner – yes, McGowan – yes, Montgomery – yes, Vice Mayor Barsky – yes and Mayor Hartfield – yes. Motion carried 6-0. Ordinance No. 01-2013 was approved.
Resolution No. 2013-06, A Resolution to Appoint a Member to the Board of Zoning and Building Appeals was introduced and moved for approval by Councilmember Lerner. Second by Vice Mayor Barsky.
Mayor Hartfield commented that both candidates were in the audience. She offered each an opportunity to speak.
Eriech Horvath, 20 Waterford Court, indicated that he was involved with real estate and development. He was experienced with zoning issues and was willing to work and serve on either the Board of Zoning and Building Appeals or the Planning Commission. He would appreciate the opportunity to bring his experience to serve the Village. Mr. Horvath stated that he understood that both current members were interested in continuing in their positions, but he wanted Council to know of his interest should a position become available.
Larry Burge, 870 West Maple Street, expressed his interest in continuing to serve on the BZBA. He indicated that he has enjoyed the experience.
Vice Mayor Barsky recommended and moved to amend Resolution No. 2013-06 to reappoint Larry Burge to the BZBA as his experience on the Board was valuable to retain. Second by Councilmember McGowan.
Mayor Hartfield called for a vote to amend Resolution No. 2013-06 to reappoint Larry Burge. Motion carried. Resolution No. 2013-06 was amended.
Mayor Hartfield called for a vote to approve Resolution No. 2013-06 as amended. Motion carried. Resolution No. 2013-06 was adopted as amended.
Resolution No. 2013-07, A Resolution to Appoint Members to the Planning Commission was introduced and moved for approval to reappoint Tim Ryan to the Planning Commission. Second by Councilmember McGowan.
Mayor Hartfield called for a vote to approve Resolution No. 2013-07. Motion carried. Resolution No. 2013-07 was adopted.
Resolution No. 2013-08, A Resolution Authorizing the Village Manager to Enter into an Agreement with the Ohio Department of Transportation Regarding the Paving of South Cherry Valley Road in 2013 and to Execute Contracts as Required was introduced and moved for approval by Vice Mayor Barsky. Second by Councilmember McGowan.
Councilmember Montgomery questioned what the maximum exposure was for the Village regarding the requirements in Section 5. Manager Stilwell indicated that if the project exceeded the amount budget the Village would be responsible for any of that overage. However; the Ohio Department of Transportation did a good job of making conservative cost estimates and were generally successful. This section is standard ODOT language.
Councilmember Montgomery asked if the project came in under budget would the Village receive a refund. Planner Terry indicated in the affirmative. The South Main Street pedestrian bridge came in under budget and the Village was refunded over $150,000.
Mayor Hartfield called for a vote to approve Resolution No. 2013-08. Motion carried. Resolution No. 2013-08 was adopted.
Ordinance No. 02-2013, An Ordinance to Amend Ordinance No. 22-2012 Providing for Adjustments of the Annual Budget for the Fiscal Year 2013 and Revising Sums for Operating Expenses was introduced and a hearing date recommended for February 6, 2013 by Councilmember Johnson. Second by Vice Mayor Barsky.
Manager Stilwell explained that part of this ordinance was to reclassify funds that were already budgeted as well as the appropriation of wages for the members of the FOP and non-bargaining employees. The Village's revenue in 2012 ended the year on a strong note and these funds were available.
Mayor Hartfield scheduled a public hearing for Ordinance No. 02-2103 for February 6, 2013.
Councilmember McGowan made a motion to approve the January 2, 2013 minutes. Second by Vice Mayor Barsky. Motion carried.
The Mayor's report for the month of December was presented for review.
Vice Mayor Barsky moved to accept the December Mayor's Report. Second by Councilmember McGowan. Motion carried.
The Manager's report for the month of December was presented for review.
Councilmember McGowan moved to accept the December Manager's Report. Second by Vice Mayor Barsky. Motion carried.
Councilmember Lerner reported that the next meeting was scheduled for January 17, 2013.
Councilmember Montgomery reported that the Foundation held its annual meeting and appointed Deb Tegtmeyer as the new President, elected new officers and appointed new members. During the regular meeting, the Finance Committee reported on its meeting with an asset manager to discuss improved ways to handle the grant process. Councilmember Montgomery also indicated that the Foundation discussed ways to improve the Holiday Gift program to find better ways to identify families in need. The Foundation also decided to fund the Feed the Dream program with the Licking County Food Pantry Network.
Councilmember McGowan reported that the next meeting was scheduled for January 17, 2013.
Councilmember Johnson reported that the Planning Commission reviewed two applications including one variance. The variance was for the new canopy sign for Bella's. A variance was needed as canopy signs could only be one color and the owner was requesting a two-color sign. The variance was approved.
Councilmember Lerner reported that the Commission was coordinating with Denison University to secure an intern to work on a tree data program. The new trees planted on the western edge of Newark-Granville Road were low growing, flowering trees that would not interfere with the utility lines. The Commission decided to move ahead with the renovations to Opera House Park and begin working on the northwest corner of the park while St. Luke's continued to determine the origin of their water issues.
Manager Stilwell reported that new trees were planted in front of CVS, but Council should expect to see that these trees will be removed and replanted. While trying to plant the trees a little deeper into the ground, concrete was discovered. The newly planted trees will be removed and exploratory efforts will be used to determine what was below ground level. Mayor Hartfield indicated that there could be vaults in that area.
Vice Mayor Barsky reported that the Board was working to determine how the Old Colony Burying Ground would be funded long term. The Board was applying for a grant from the Daughters of the American Revolution (DAR). The Board has requested that the Township and Village provide matching funds. The Township was providing $5,000 from the Cemetery Fund and the Village was being requested to provide $1,800. Vice Mayor Barsky indicated that she spoke with Manager Stilwell and the $1,800 was available in the General Fund. The Board may request that the Village provide additional funding to defray the cost of the Fannins visit in June. The Board was working to develop a plan to determine what work was left for the Fannins to complete and what work could be completed by other parties. The Board received a bid from a local mason who thought he could complete some of the work, but the bid was very high. The Board will be determining which stones should be repaired and which stones may need to be left in their current state. The Township indicated that their staff could set the foundations for all of the stones, which could save some money.
Councilmember McGowan asked about the agreement between the Township and the Village that stated that the Township would take care of the cemetery as they received funding from the cemetery levy. Vice Mayor Barsky indicated that no record of that agreement could be located. However, the Board was working on developing a new agreement that would outline the responsibilities of both entities.
Vice Mayor Barsky asked if Council was in support of providing $1,800 toward the DAR application. Council indicated their support for providing $1,800 toward the DAR grant application. Manager Stilwell was asked to write a letter advising the Township of the Village's support.
Vice Mayor Barsky reported on the Granville Area Chamber of Commerce meeting regarding the impact of the tax revaluation of the Cherry Valley Lodge and the impact on local businesses. School District Treasurer Michael Sobul explained how the tax levy process worked and provided a better understanding of tax reapportionment. Local businesses would see an increase in their property tax of 3.6% for Class 2 entities. Granville School Superintendent Jeff Brown advised that group that the school district would be placing a levy on the 2014 ballot.
Manager Stilwell advised Council that the annual Water Quality Report was complete and mailed to all Village water customers.
The Village also participated in an emergency exercise with Denison University. Village staff was now being encouraged to become more involved in activities such as this exercise with both Denison University and the Granville School District. The Village was also in the process of updating the Village's emergency management plan.
Councilmember McGowan moved to amend the agenda to replace Resolution No. 2013-02 with a revised Resolution No. 2013-02 and to add Resolution Nos. 2013-05 and 2013-06. Second by Councilmember O'Keefe.
Councilmember McGowan indicated that on the morning of December 28, 2012, he contacted Manager Stilwell and asked that Resolution No. 2013-02 be amended to separate the cost of living increase for Village employees from the merit raises. Councilmember McGowan reported that he was advised by Manager Stilwell that it was too late to make a change. Councilmember McGowan indicated that the resolutions being presented to Council were revisions of the original resolution. He would like the original resolution to be pulled from the agenda and substituted with these resolutions.
Mayor Hartfield called for a vote to amend the agenda to replace Resolution No. 2013-02 with a revised version and add Resolution Nos. 2013-05 and 2013-06. Motion carried.
Vice Mayor Barsky moved to enter into Executive Session, pursuant to ORC §121.22(G)(4) – "reviewing negotiations or bargaining sessions with public employees concerning their compensation of other terms and conditions of their employment." Second by Councilmember O'Keefe.
Mayor Hartfield called for a roll call vote: Johnson – yes; Lerner – yes; McGowan – yes; Montgomery – yes; O'Keefe – yes; Barsky – yes; Hartfield – yes. Motion carried 7-0. Time in: 7:35pm.
Mayor Hartfield called for a roll call vote: Lerner – yes; McGowan – yes; Montgomery – yes; O'Keefe – yes; Johnson – yes; Barsky – yes; Hartfield – yes. Motion carried 7-0. Time in: 7:45pm.
Resolution No. 2013-01, A Resolution Authorizing the Village Manager, Finance Director and Police Chief to Execute an Agreement Between the Village of Granville and the Fraternal Order of Police, Ohio Labor Council Inc., Representing the Full-Time Police Officers and Police Sergeants, an Agreement Effective from January 1, 2013, Through December 31, 2015 was introduced and moved for approval by Vice Mayor Barsky. Second by Councilmember Lerner.
Vice Mayor Barsky commented that it was nice that both parties came together and worked to develop a good agreement.
Manager Stilwell agreed that the agreement was fair and in keeping with agreements made in other communities.
Mayor Hartfield called for a vote to approve Resolution No. 2013-01. Motion carried. Resolution No. 2013-01 was adopted.
Resolution No. 2013-02, A Resolution to Establish the Annual Compensation Adjustment for Non-Bargaining Employees for the Fiscal Year 2013 was introduced and moved for approval by Councilmember McGowan. Second by Vice Mayor Barsky.
Councilmember Johnson asked if language should be included in this resolution authorizing the increase of the maximum annual equivalent for the cost of living increases. Last year the legislation had language allowing the pay ranges to be increased.
Manager Stilwell responded that in changing the legislation at a meeting, it makes it difficult to catch all aspects of the issues that should be resolved. The cost of living increases were included in the attached Exhibit A reflecting the increase in the pay range.
Mayor Hartfield indicated that the language used in all three of these new resolutions was cut and pasted from the original resolution.
Councilmember O'Keefe asked how these increases would affect the budget. Manager Stilwell provided Council with a spreadsheet showing each employee's new pay rate and the total additional dollars. He indicated that this spreadsheet only reflected a 1.5% pay increase for each employee and the three merit increases. It did not reflect any additional merit increases. Staff would bring a budget amendment to Council to adjust the budget to reflect these changes.
Mayor Hartfield called for a vote to approve Resolution No. 2013-02. Motion carried. Resolution No. 2013-02 was adopted.
Resolution No. 2013-03, A Resolution Authorizing the Village Manager to Advertise for Bids for Various Village Projects and Items Throughout 2013 was introduced and moved for approval by Councilmember McGowan. Second by Councilmember Lerner.
Vice Mayor Barsky commented that this legislation was a good idea. It will eliminate extra steps and streamline the process allowing staff to move forward with projects more efficiently.
Councilmember Montgomery asked if lime sludge hauling should have been included as part of this legislation. Manager Stilwell indicated that lime sludge hauling was not included as part of this legislation as it was under the bid about last year.
Councilmember O'Keefe asked if salt consumption should have been included. Manager Stilwell indicated that the salt contract was separate and not part of the bid process.
Mayor Hartfield called for a vote to approve Resolution No. 2013-03. Motion carried. Resolution No. 2013-03 was adopted.
Resolution No. 2013-04, A Resolution Authorizing the Village Manager to Prepare and Submit a Letter of Interest to the Ohio Department of Transportation for Funding Through the Transportation Alternative Program for the Cherry Valley Interchange was introduced and moved for approval by Councilmember O'Keefe. Second by Vice Mayor Barsky.
Manager Stilwell indicated that this legislation was needed for ODOT in order to show the Village's serious intent to pursue this project. This application was requesting funding to reduce the Village's share of the cost for improvements to the bridge and interchange. He provided Council with a spreadsheet outlining the financing for this project.
Mayor Hartfield called for a vote to approve Resolution No. 2013-04. Motion carried. Resolution No. 2013-04 was adopted.
Resolution No. 2013-05, A Resolution to Establish Bonuses for Department Heads Based on Village Manager Evaluations was introduced and moved for approval by Councilmember O'Keefe. Second by Vice Mayor Barsky.
Councilmember Montgomery asked if the language in the last line of Section I regarding additional 1.5% increases could be explained. Manager Stilwell indicated that this language was to allow department heads to recommend merit raises up to 1.5% for employees who were not at the top of a pay range.
Councilmember Lerner asked if Manager Stilwell expected department heads to ask for similar merit increases for their staff like those Manager Stilwell was proposing. Manager Stilwell indicated that he had no authority to grant any additional raises other than those outlined in these resolutions.
Councilmember McGowan indicated that these merit raises were the first time bonuses were offered to Village employees. Years ago employees received step increases and those were removed in order to begin an employee evaluation/merit based raise process. Councilmember McGowan indicated that this legislation came as a surprise to him, not only because of the provision for bonuses, but because of the size of the bonuses and the last minute notice. He indicated his support for the 1.5% increase, but questioned whether additional department heads also deserved a bonus. He thought it was excessive that three employees would receive $5,600, while others received nothing. Councilmember McGowan felt that in this tough economy, it was difficult to justify bonuses.
Councilmember O'Keefe asked if the Finance Director's salary was in range of other communities pay ranges. Councilmember McGowan commented that the Village completed salary surveys regularly that Council had the opportunity to review.
Mayor Hartfield commented that the Manager has tried to reward the Finance Director, in particular, for the work she has done that was above and beyond. She was always happy to do things, very helpful and an asset to the Village. Mayor Hartfield also appreciated the efforts of the Manager to follow through with an employee evaluation process. Manager Stilwell added that Council had selected nine goals to pursue during their Council retreat and five of the nine goals were in the area of finance. The Finance Director accomplished or was in the process of completing all five goals and deserved to be rewarded. The Village was also more solvent in 2013 than 2012 as a result of the Finance Director's work.
Vice Mayor Barsky commented that Council gave the Village Manager the approval and responsibility to review and evaluate the staff. She added that the Manager was tasked with improving community recognition, providing evidence-based reasons for pay increases and to account for higher expectations. Vice Mayor Barsky indicated that evidence provided to Council would have been appreciated. Manager Stilwell commented that a 2009 resolution gave him the authority to make these decisions.
Councilmember Johnson asked how employees qualified for merit increases, if there was a defined process and how the percentages were justified. He asked if the employees were advised as to how they could earn these merit raises next, if they were advised of the process this year and was the Manager trying to create a sense of competition among the employees. Manager Stilwell indicated that staff knew of the process and was advised by email as to if they were receiving a merit payment. He indicated that he would share that with the Councilmember.
Councilmember Montgomery asked if staff needed to look at expanding the pay ranges next year. Manager Stilwell indicated that staff would need to complete an extensive study to determine whether current pay ranges were in line by looking at job responsibilities and other factors.
Councilmember McGowan commented that merit payment amounts should be decided by Council through the allotment of specific funding for that purpose and not to exceed a maximum range. Councilmember Montgomery thought it would be helpful to designate a pool of funds as a percentage or set funding amount. Manager Stilwell indicated that looking at non-bargaining employee compensation would be possible in 2013 as there were no contract negotiations.
Councilmember O'Keefe indicated that she felt the bonuses were good, but asked how the 5% bonus was determined. Manager Stilwell indicated that there was a point value between fifty and eighty with a standard level set. Merit raises were allotted to some who were above the standard and based on meeting individual goals. Responsible individuals should be recognized for doing a job well done. All six department heads worked hard and made accomplishments, but three merited additional recognition.
Councilmember O'Keefe asked if giving these merit increases was legal. Law Director King indicated that he thought they were, but he would check.
Councilmember Lerner asked if employees were made aware of the results of their evaluations. Manager Stilwell responded in the affirmative.
Mayor Hartfield asked if the employees were advised of whether they were receiving a merit increase. Manager Stilwell indicated that they received an email. Mayor Hartfield added that Council asked the Manager to develop an evaluation process. She was reluctant to change what the Manager recommended and saw that as micro-managing.
Law Director King indicated that a more extensive discussion could cause these records to become public record. Councilmember Lerner asked if the evaluation were public record. Law Director King indicated that he thought they were not, but would confirm. Law Director King recommended that the language of the resolution may need to be changed from using shall to may.
Councilmember Lerner moved to change the language in the last line of Section 1 to "Other non-bargaining full-time employees may be provided a maximum of 1.5% increase within the existing pay range of each position." Second by Councilmember McGowan.
Mayor Hartfield called for a vote to amended Resolution No. 2013-05. Motion carried. Resolution No. 2013-05 was amended.
Mayor Hartfield called for a roll call vote to approve Resolution No. 2013-05 as amended: Councilmembers Lerner – yes, McGowan – no, Montgomery – yes, O'Keefe – yes, Johnson – no, Vice Mayor Barsky – yes and Mayor Hartfield – yes. Motion carried 5-2. Resolution No. 2013-05 was approved as amended.
Ordinance No. 01-2013, An Ordinance Accepting an Application for the Annexation to the Village of Certain Real Properties Located on Columbus Road and Weaver Road, Totaling 32,036+/- Acres was introduced and a hearing date recommended for January 16, 2013 by Vice Mayor Barsky. Second by Councilmember O'Keefe.
Mayor Hartfield scheduled a public hearing for Ordinance No. 01-2103 for January 16, 2013.
Councilmember O'Keefe made a motion to approve the December 19, 2012 minutes. Second by Councilmember McGowan. Motion carried.
Vice Mayor Barsky reported that the Board was seeking a grant that would cover some of the costs of using the Fannins. The grant would require financial support in the amount of $5,000 from each entity. She indicated that she would be brining this discussion to Council at a later date. The Board was proposing an idea to split the costs of the upkeep of the cemetery. The Village would be responsible for the maintenance of the trees while the Township would take care of ground maintenance. The Board would develop a memorandum of understanding outlining the responsibilities of each municipal entity. The Board continued to determine what additional restoration would be needed and possible. The restoration process has almost reached the point where restorations may be too cost prohibitive for the results available.
Councilmember McGowan commented that the Village's Service Department has done a good job in keeping up the clearing streets and sidewalks during the several snowfalls.
Councilmember McGowan also suggested that the café seating for local businesses should not extend to the end of December, but end at an earlier date. There is a business whose furniture was still on the sidewalk. Manager Stilwell indicated that Council could change the time period that allows businesses to extend their café seating. He mentioned that the café seating was heavily used during the Candlelight Walking Tour. Manager Stilwell indicated that all the businesses that extended their café seating through December 31st were advised that the furniture needed to be removed. Staff will be sure to follow-up.
Councilmember McGowan indicated that he was approached by a resident regarding additional signage added by a downtown business that had not been approved by the Planning Commission.
Vice Mayor Barsky mentioned that the Village Office's sidewalk had not been cleared during one of the resent snowfalls. The Library sidewalk was also in bad condition.
Manager Stilwell advised Council that new Law Director Michael King was moving into his office in Village Hall and working on developing a schedule.
Law Director King advised Council that he would like to meet with each Councilmember in the next several weeks.
Manager Stilwell advised Council that several capital improvement projects were complete including the installation of the new generator, painting a portion of Village Hall and the renovation of the Council Chamber sound system. There are several projects still underway including recarpeting a portion of Village Hall, basement upgrades and the technology upgrade of Council Chambers.


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