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Council of the Village of Yellow SpringsMINUTES IN COUNCIL CHAMBERS February 2, 2004 CALL TO ORDER President Arnett called the meeting to order at 7:03 p.m. ROLL CALLTony Arnett, Denise Swinger, Mary Alexander, Jocelyn Hardman and George Pitstick were present as well as the Village Manager Rob Hillard. ANNOUNCEMENTSClerk announced that the State Auditor’s Conference would be held March 17th-19th in Columbus. Council members are encouraged to attend. Pitstick asked the Clerk to give a copy of the conference information to the Village Treasurer. REVIEW OF THE MINUTES.Review of the minutes from January 20, 2004 regular meeting. Pitstick MOVED and Swinger SECONDED a MOTION for APPROVAL of the minutes as amended. The MOTION PASSED UNANIMOUSLY. REVIEW OF AGENDA There were no changes to the agenda. PETITIONS/COMMUNICATIONS The Clerk will receive and file: AMP-Ohio Newsletters Memo from Arnett re: Agenda Items Hardman asked that after the approval of the amendment to the Environmental Commission, that advertising of the vacancies begin. Residents of Miami Township would be welcomed into the application process. PUBLIC HEARINGS/LEGISLATION 2nd Reading & public hearing of ordinance #2004-03 Amending 252.06 Personnel Policy-Computer and E-mail Usage. Alexander MOVED and Swinger SECONDED a MOTION for APPROVAL. Arnett explained that the Records Commission recommends this amendment. This ordinance is regarding staff and on-site equipment. Emails received by the Village are public records with the exception of certain emails related to the Police Department. Once emails leave the Village and are received by other parties, they are no longer public records. Arnett opened the public hearing. Having no comments the public hearing was closed. The roll was called. The MOTION PASSED UNANIMOUSLY. 2nd Reading & public hearing of ordinance #2004-04 Amending 282.01 Establishment; Purpose of the Design Advisory Commission. Pitstick MOVED and Hardman SECONDED a MOTION for APPROVAL. Arnett explained that along with this recommendation, the DAC also made two additional requests that were forwarded to the Planning Commission. Hardman asked where to forward requests regarding memorials. Hillard stated that those requests should be directed to him. Arnett opened the public hearing. Having no comments the public hearing was closed. The MOTION PASSED UNANIMOUSLY. 1st Reading of an ordinance #2004-06 Amending the Library Commission Chapter 278.02, 03 & 04. Alexander MOVED and Swinger SECONDED a MOTION for APPROVAL. The Greene County Library Board of Trustees and the Y.S. Library Association have reviewed this. Alexander reviewed the recommended amendments to this ordinance. She also thanked June Allison, Mary Ann Bebko, Deborah Benning the Clerk of Council, Connie Collett the Y.S. Librarian, Betty Felder, Joanne Hart, Olga Harris, Janet Ruddell and Rob Hillard the Village Manager for their assistance. Pitstick citing the “the Commission shall not interfere in the management of bequests” expressed concern that if the bequest made a change in the physical plant that it would be a concern of the Village. The Village owns the building. Arnett explained that the Village would not interfere with the management of the funds but would assist and have input into any structural changes. The roll was called. The MOTION PASSED UNANIMOUSLY. The public hearing was scheduled for Tuesday, February 17th. 1st Reading of an ordinance #2004-07 Amending the Environmental Commission Chapter 274.02. Hardman MOVED and Swinger SECONDED a MOTION for APPROVAL. Arnett explained that this would allow for up to two Miami Township residents as members to the Commission. Arnett added a friendly amendment outside of the Village limits, which was accepted by Council. Swinger supported the ordinance and added that this would allow for a broader perspective for the Commission when working on the Village’s Wellhead Protection Management Plan. The roll was called. The MOTION PASSED UNANIMOUSLY. The public hearing was scheduled for Tuesday, February 17th. Resolution #2004-09 Authorizing Expenditures-Employees. Pitstick MOVED and Alexander SECONDED a MOTION for APPROVAL. Arnett explained that this was a resolution that Council passes yearly in order to allow for expenditures for employees for retirement gifts, flowers, and plaques, etc. Becky Campbell asked what was the designated amount? Hillard explained that he did not have those figures with him. Arnett added that this is a budgeted line item. The MOTION PASSED UNANIMOUSLY. CITIZENS CONCERNS Pitstick cited the letter and photographs that Council had received from Patricia Alexander regarding flooding at Pleasant and Winter Streets. Hillard would contact P. Alexander about her concerns. SPECIAL REPORTS Greene County Children’s Social Services Presentation-Levy. Alice Maddox for the Greene County Children’s Services made a presentation to Council about their upcoming levy. This is a five-year, one mill replacement levy which would commence in 2005 if passed. Maddox reviewed services provided by her agency and the cost associated with these services. Arnett explained that this new replacement levy would take into consideration the new assessed values since 1999. On behalf of Council, Arnett thanked Maddox for her presentation. Annual Report from Planning Commission. John Struewing, Chair of the Planning Commission stated that Bruce Rickenbach, Cy Tebbetts, Dawn Johnson and Council rep George Pitstick were the current members of the Commission. He added that the completion of the work by the Commission was due to the continuity of its membership. Phil Hawkey, Village Planner reviewed the annual report. The Commission has made seven legislative recommendations to Council, reviewed three applications, worked on two studies and is currently addressing the Urban Service Boundary, Building Impediments and zoning amendments regarding nonconforming single-family dwellings. The Commission is reviewing and prioritizing its 2004 Goals. (A copy of the report is available from the Clerk). Arnett suggested and Council agreed that the agenda items for the joint meeting of Council and the Commission should include the Commission’s goals and the Eco-Friendly Position Paper. Pitstick stated that the Commission would continue their discussion regarding the Urban Service Area at their next meeting. Council agreed that Urban Service Area/Boundary would be an additional agenda item for the joint meeting. Struewing added that the Miami Township Trustees are currently working on their Comprehensive Plan and the discussion regarding the USA/B would be very timely. Arnett further added that the USB would be another opportunity for Council to engage in discussions with the Miami Township Trustees. Arnett thanked Struewing and Hawkey for their presentation. OLD BUSINESS Volunteer Listing & Recognition Letter. Arnett reviewed his draft of the recognition letter to be sent to organizations, the News and groups within the Village. The Clerk of Council provided a list of all of the volunteers who had assisted Council as members of commissions, boards and committees during 2003. With Council approval, Arnett would email the Clerk the final draft for mailing. Council would discuss any further action at a later date. NEW BUSINESS 4th Quarter Financials. Hillard reviewed the Financial Report. He stated that it was an above average year for estate taxes and the income tax was ahead. He added that the Village did not spend the $90,000 in street repairs. Pitstick further added that the Village had gained a little ground, but there are items that are essential to the Village that have yet to be done. (A copy of the report is available from the Clerk). MANAGER’S REPORT The Public Works Semi-Annual Report was distributed in Council packets. Phil Hawkey the newly appointed Planner would provide zoning, planning, and capital projects oversight. Hawkey has moved into Hillard’s office and Hillard has moved into the conference room adjacent to the Police Dept. Hillard reported that the Wastewater Treatment Plant was making preparations for the 2005 OEPA permit. AGENDA PLANNING Arnett directed the Clerk to request an opinion from the Village Solicitor regarding the requirements for minutes. Alexander inquired about Council removing a member from a commission, board or committee. Arnett explained that the Attendance ordinance has the clause “Council may remove” a member. The Council rep could make this request to Council. Council agreed to the following meeting dates: February 28th 9:30a.m Council Work Session-the Financial Plan March 22nd 7:00p.m. Joint meeting with Planning Commission March 29th 7:00p.m. Joint meeting with Miami Township Trustees The next meeting of the Council of the Village of Yellow Springs will be held at 7:00 p.m. on Tuesday, February 17, 2004 in Council Chambers, John Bryan Community Center, 100 Dayton Street. Items for discussion at the February 17, 2004 meeting are: A Proposal for Attracting Eco-Friendly Users to
Commerce Park (To be discussed at the joint meeting with the Planning
Commission). FUTURE AGENDA ITEMSAnnual Reports - Commissions, Committees and Boards Policy re: Utility Bills & Deposits EXECUTIVE SESSIONThere was no Executive Session.ADJOURNMENTHaving no further business, Pitstick MOVED and Hardman SECONDED a MOTION for ADJOURNMENT. The MOTION PASSED UNANIMOUSLY at 9:07 p.m. _________________________ Tony Arnett, President __________________________ Deborah Benning, Clerk |
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