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Council of the Village of Yellow SpringsMINUTESIN COUNCIL CHAMBERS June 21, 2004CALL TO ORDER President Tony Arnett called the meeting to order at 7:04 p.m. ROLL CALLTony Arnett, Denise Swinger, Mary Alexander, Jocelyn Hardman and George Pitstick were present. The Village Manager Rob Hillard was also present. ANNOUNCEMENTS Swinger announced that the Greene Trail Cycling classic to be held July 23 rd would stop in Yellow Springs. The Y.S. Chamber of Commerce would be hosting entertainment for the cyclists. Anyone interested in taking part in the Village event should call Swinger. Alexander announced that the Greene County Regional Planning and Coordinating Commission’s meeting scheduled for Tuesday, June 22nd has been cancelled. Pitstick announced that the Fireworks Celebration would take place on July 4th at Gaunt Park. The rain date would be Monday, July 5 th. Hardman asked that all interviewees for Planning Commission be encouraged to apply for the vacancy on the Environmental Commission. REVIEW OF THE MINUTESReview of the minutes from June 7, 2004 regular meeting. Pitstick MOVED and Swinger SECONDED a MOTION for APPROVAL as amended. The MOTION PASSED UNANIMOUSLY. REVIEW OF AGENDAAdd: Uncollected Utility Accounts-Pitstick (Old Business) PETITIONS/COMMUNICATIONSThe Clerk will receive and file: AMP OH Newsletter(s) PUBLIC HEARINGS/LEGISLATIONResolution #2004-34 Amending the Development Agreement with CIC Pitstick MOVED and Swinger SECONDED a MOTION for APPROVAL. Arnett explained that Council was aware last year that there was a possibility that the CIC would need an additional $100,000. If approved the amount of funds loaned by the Village to the CIC would be $300,000 in total. The roll was called. The MOTION PASSED UNANIMOUSLY. First Reading and public hearingof Ordinance #2004-27 Supplemental Appropriations/ERLF/Special Revenue Fund and Declaring an Emergency. Pitstick MOVED and Alexander SECONDED a MOTION for APPROVAL. Arnett explained that this was the accompanying legislation for Resolution #2004-34. Alexander asked if this means there would no money left in the Revolving Loan Fund. Arnett explained that if this legislation passes, there would be no money left in the Fund. Arnett opened the public hearing. Having no comments from the audience. The public hearing was closed. The roll was called. The MOTION PASSED UNANIMOUSLY. Resolution #2004-31 Enterprise Zone/Tax Abatement/The AntiochCo. Pitstick MOVED and Alexander SECONDED a MOTION for APPROVAL. Arnett explained that this is the actual documentation from a decision made by Council last fall. This would allow The Antioch Co. a 10-year, 75% tax abatement for the acquisition and installation of a new offset sheet fed printing press. Arnett recognized Carol Gasho from The Antioch Company and Phil Houston from the Greene County Department of Development. Pitstick complimented The Antioch Company for their efforts. Hillard thanked Antioch for their additional investment in the Village. The roll was called. The MOTION PASSED UNANIMOUSLY. Resolution #2004-32 Approving the Tax Budget. Alexander MOVED and Hardman SECONDED a MOTION for APPROVAL. Arnett explained that this was the mechanism used to demonstrate our need for the property tax. Hillard explained that the Fund balance for this budget is significantly lower than in past years to show an accumulation of capital needs. The roll was called. The MOTION PASSED UNANIMOUSLY. Resolution #2004-33 AMP-OH Municipal Energy Services Agency. Swinger MOVED and Alexander SECONDED a MOTION for APPROVAL. Arnett explained that AMP-OH is requesting from its membership to agree to a Joint Venture Agreement that would allow AMP-OH to become a Municipal Energy Services Agency (MESA). The roll was called. The MOTION PASSED UNANIMOUSLY. CITIZENS CONCERNSBecky Campbell complimented the Village crew for the “marvelous” clean up job they did after the Other Information. SPECIAL REPORTSReport from the Records Commission. The Council Clerk Deborah Benning, in her role as the Records Coordinator for the Village, gave an update on the Commission’s activities. Benning distributed copies of the meeting minutes along with the forms adopted by the Commission for use by the Village staff and employees. Also included was a copy of the Schedule of Records Retention and Disposition for Council records. The Commission at their June 10, 2004 meeting approved this schedule. Benning reported that the Village Manager’s office would be next to draft a Schedule of Records Retention and Disposition. For Villagers who have old Village records that they are not sure what to do with, they can bring them to the Clerk for disposition. The Records Commission requested Council to endorse the Commission’s Records Retention and Disposal Rules. Pitstick MOVED and Hardman SECONDED a MOTION for APPROVAL. The MOTION PASSED UNANIMOUSLY. OLD BUSINESSGoal Review: Council.Business: Arnett stated that Council has worked with CIC to move towards the development of a Commerce Park. Council has worked with The Antioch Company on the Tax Abatement and approved it just tonight. Hillard has continued to meet with the major businesses to assess their needs and to connect resources. He also meets with Community Resources and with the downtown business. There is a new restaurant opening this summer in the downtown area called “Chen’s Dynasty”. In addition, the newly formed Downtown Parking Committee is meeting and Council has made a commitment to the Northern Gateway Bike Committee Project. Hillard and Bush have been meeting and will continue to meet with students from Antioch University to help introduce them to the community. Housing: Arnett stated that he has been amazed at the number of new housing starts and the number of renovations to existing housing within the Village over the last two years. He mentioned the renovations that have taken place on Elm St. Council briefly discussed the many items that are currently being worked on and/or planned to facilitate housing. These items included hiring a consultant to review the PUD and Site Plan Review zoning, coordination with the Men’s Group and the Community Roundtable, the Building Impediment Survey, the hiring of a Planning Assistant for code enforcement, zoning amendments recommended by Planning Commission, and the work done by the Board of Zoning Appeals. It was noted that there has been an increase in small businesses in the Village. Home Inc. was congratulated for securing a grant from the State of Ohio to develop housing. Financial: Council has scheduled a special meeting to discuss the 5-Year Sustainable Financial Plan. The meeting will be held Monday, June 28 th at 7:00 p.m. in Council Chambers. Council will report their discussion from this meeting at the next regular Council meeting on July 6 th. Communication: This goal coincides with the 5-Year Financial Plan. Continued Goals: The core action regarding the Wellhead Protection Management Plan by the Miami Township Trustees and Zoning Commission in the development of the overlay zoning. Annual meetings with the Commission, Committees and Boards, the joint meetings with the Planning Commission and the Miami Township Trustees have all contributed to improved communication. Arnett thanked Mary Alexander for her work in giving recognition to the many Village volunteers. Solid Waste Services including Brush and Leaf/Spring Clean Up. Rumpke has suggested a bag and tag program for the Brush and Leaf Pick Up. The approximate cost of the bags and tags would be $1.50 per bag or tag. Rumpke would collect the items one time per month. During past Spring Clean Ups, Rumpke has picked up about 100 to 130 tons. The cost if distributed across all users would be between 6 and 7 dollars. Council briefly discussed how the cost would be billed to the customer. The suggestions included spreading the cost over twelve months, charging the total cost during the month of the activity or charging the accounts during the months when other utility costs are lower. The Solid Waste Fund has been covering this charge, which has caused a $30,000 deficit over the last five years. The current rate structure will not sustain these programs without additional funds. Hillard added that there are other municipal services questions that still need to be answered, such as who pays for the trash pick-up in the Central Business District or from the parks? Would it be the general fund, streets, solid waste or additional taxes? Council agreed to have Hillard continue to work on these programs. Council further agreed not to make a decision regarding these programs until after more information including revenues was available and there was adequate time for public input. Uncollected Utility Accounts. Responding to Pitstick’s suggestion, Council briefly discussed whether deposits for utilities should be higher for renters if the owner does not guarantee them, and if the deposits should be placed on a tiered deposit payment program. Council agreed to continue this discussion at their next meeting during the Utility Bills and Deposits Policy discussion.
NEW BUSINESS Community Round Table - Public Information Campaign. Ron Schmidt, Chair of the Community Round Table was present for this discussion. Arnett briefly spoke about the perceived image of the Village by persons outside of the Village. Schmidt explained that all the information regarding the forum can be obtained from their website www.45387.org/forum. Schmidt reviewed the Balancing the Scales, A Public Information Project for the Yellow Springs Community. He further explained that this would be a three-year project that would include a Planning and Design Phase, Materials and Methods Development Phase and an Implementation Phase. The total cost of the project would be approximately $100,000 with the Village’s government’s contribution being minimally $3,000 or $4,000. Council would discuss this further at their July 6 th meeting. Council would also take some time to review the budget including the revenues, which would be available at the July 19th Council meeting before making a final decision. Council would also consider any in-kind service that could be provided if money was not available. Arnett would meet with the Board of Education and the Miami Township Trustees to review the proposal.
MANAGER’S REPORT Hillard reported the Parking Sub-Committee would meet Wednesday, June 23 rd in the Art Room. Although this subcommittee has an open membership, the current membership includes Pam Adams, Don Beard, Jonathan Brown, Tom Gray, Jocelyn Hardman, Don Hollister and Margaret Silliman. Hillard is still looking for a representative who lives in the downtown area to serve on this sub-committee. Marilyn Berryman, Finance Director has announced her retirement after over 30 years of service. Her retirement is scheduled for October 1, 2004. Hillard has begun to draft an ad for recruitment. Hillard also reported that he attended the Clean-Ohio Grant presentation in Columbus. Swinger commended the Pool Manager, Alex White and his staff for hosting the Friday Pizza and Movie Night. It was a great event with many of the Village youth in attendance.
STANDING REPORTSArnett Village Mediation Program Arnett Community Council Hardman Environmental Commission (On file) Hardman reported that the Commission was in the initial stages for surveying the need/use of Amp-Ohio’s Green Power Program for businesses and residential areas in the Village. The cost would be to the participant and not the Village. The Village would partner with Amp-Ohio in support of the program in order to make it available. Hardman Human Relations Commission: Hardman reported that the Commission is in the very preliminary information gathering regarding the identification card program available through the Mexican Consulate. Alexander Library Commission (On file) Alexander Cable Advisory Panel: Alexander suggested that residents stay tuned to Channel 13 for improvements. Alexander Reg. Planning & Coord. Comm. Greene Cty. (On file) Pitstick Planning/Bike Comm./N. Gateway Commission (On file) Swinger Miami Valley Regional Planning Commission (On file)
AGENDA PLANNING The next meeting of the Council of the Village of Yellow Springs will be held at 7:00 p.m. on Tuesday, July 6, 2004 in Council Chambers, John Bryan Community Center, 100 Dayton Street. Items for discussion at the July 6 th meeting are: Goal Review of the Clerk FUTURE AGENDA ITEMS Appointment to Environmental Commission (1) EXECUTIVE SESSIONThere was no Executive Session. ADJOURNMENT Having no further business, Pitstick MOVED and Hardman SECONDED a MOTION for ADJOURNMENT. The MOTION PASSED UNANIMOUSLY at 8:55 p.m. _____________________________ Tony Arnett, President ______________________________ Deborah Benning, Clerk A full and complete set of these minutes is available for review electronically. These recordings are kept permanently and can be requested by referencing the date of the Council meeting. |
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