Council of the Village of Yellow Springs

Minutes

IN COUNCIL CHAMBERS May 17, 2004

CALL TO ORDER

President Tony Arnett called the meeting to order at 7:03 p.m.

ROLL CALL

Tony Arnett, Denise Swinger, Mary Alexander, George Pitstick and Jocelyn Hardman were present. The Village Manager Rob Hillard was also present.

ANNOUNCEMENTS

The Clerk announced that there had not been any response to the Environmental Commission vacancy that has been advertised for six weeks. Council agreed to due some person-to-person contact to help facilitate candidates.

The Clerk also announced that the Village has received notification from the State Auditor’s Office of their impending visit. She asked that Council members remind the boards, committees and commission to be sure to have their minutes signed and filed in the Council’s office.

REVIEW OF THE MINUTES

Review of the minutes from May 3, 2004 regular meeting. Swinger MOVED and Alexander SECONDED a MOTION to APPROVE 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 OH Newsletter(s)
Design Advisory Commission minutes
Thank you letter to June Johnson and Bruce May re: KKK Visit
Mary Agna re: County Council on Aging Minutes (New Business)
Steven v. Deal re: Planning Commission Application (Agenda Planning)
Jerry Sutton re: Planning Commission Application (Agenda Planning)
Y.S. Chamber of Commerce re: Business After Hours
County Visitor’s Bureau re: Awards for Excellence
Regional Council of Governments re: Delegates and Alternates
Municipal Training Academy re: Protocol Training
Dayton Chamber of Commerce Newsletter & Update
County Educational Service Center re: Science Olympiad
Thank you letter to various law enforcement agencies re: KKK Visit
George Pitstick re: Gaunt Park/July 4th Fireworks Celebration
Arnett’s Memo

PUBLIC HEARINGS/LEGISLATION

2nd Reading and Public Hearing of ordinance #2004-18 Library Equipment Surplus. Pitstick MOVED and Alexander SECONDED a MOTION for APPROVAL.

Arnett explained that these were items that had been overlooked during the equipment transfer. Arnett opened the public hearing. Having no comments, the public hearing was closed. The MOTION PASSED UNANIMOUSLY.

1st Reading of ordinance #2004-19 Limestone St.-James McKee Way Honorary Designation. Alexander MOVED and Swinger SECONDED a MOTION for APPROVAL. Arnett explained that this would be a memorial designation honoring McKee. Limestone Street’s official name would not change. This designation would be an addition to the street name.

Arnett asked for and Alexander and Swinger agreed to a friendly amendment that would include the following language: Whereas, James A. McKee was the first Afro-American Police Chief in a majority Caucasian municipality. The MOTION PASSED UNANIMOUSLY. The public hearing was scheduled for June 7th.

1st Reading of ordinance #2004-20 Amending 1242.05(f)(6) Planning

Commission. Pitstick MOVED and Hardman SECONDED a MOTION for APPROVAL. Arnett explained that the language change would allow for the electronic records to be kept permanently. This would be consistent with the Village’s proposed Records Retention Policy. The MOTION PASSED UNANIMOUSLY. The public hearing was scheduled for June 7th.

1st Reading of ordinance #2004-21 Amending 1242.06(a)(2) Board of ZoningAppeals. Swinger MOVED and Pitstick SECONDED a MOTION for APPROVAL. Arnett explained that this resolution is similar to the previous resolution and would bring the legislation into compliance with the Village’s proposed Records Retention Policy.

Hardman asked, and Swinger and Pitstick agreed to a friendly amendment to add the year 2004 in the second Whereas. The MOTION PASSED UNANIMOUSLY. The public hearing was scheduled for June 7th.

1st Reading of ordinance #2004-22 Approving Warner Cable Franchise

Agreement. Swinger MOVED and Alexander SECONDED a MOTION for APPROVAL. Hillard explained that based on a suggestion by the Village Solicitor, this was changed from a resolution to an ordinance. He reviewed the additional changes to the contract agreement.

Alexander suggested and Council agreed that the wording Attention: Village Manager be added to the Village’s return address that is listed on Page 4, Section 8.

The MOTION PASSED UNANIMOUSLY. The public hearing was scheduled for June 7th.

Resolution #2004-25 Paving/448 Overlay, 442 Chip Seal. Hardman MOVED and Swinger SECONDED a MOTION for APPROVAL. This resolution would enable the Village to participate in the County’s Cooperative Paving Program for a cost of $100,000. Hawkey explained that this final option is similar to the option Council had supported. He further explained that according to the Village’s Bike Path Program certain streets should be considered for widening to provide better bike access. Hawkey added that if this policy were to be followed, the additional cost for this project would be $44,000. Hawkey is not recommending this additional cost for the Village at this time, citing that nothing would be gained by doing this additional work. He did suggest that this could be considered at another time in the future. Park Meadows was not included in the paving project list, if other streets come under budget. Hawkey is hopeful that it could be added. The MOTION PASSED UNANIMOUSLY.

Resolution #2004-26 Surplus Vehicles. Alexander MOVED and Pitstick SECONDED a MOTION for APPROVAL. Pitstick asked if any of the vehicles would be suitable for use by the Senior Citizens Center. Hillard explained that he was not comfortable with the Center receiving a vehicle because of the issues of maintenance and liability. He further explained that these vehicles have had a lot of use and it is time for the Village to dispose of them.

Swinger asked about more extensive advertising. Hillard stated that he would consider additional advertising, but cautioned that the cost might outweigh the benefits. The MOTION PASSED UNANIMOUSLY.

CITIZENS CONCERNS

No comments.

SPECIAL REPORTS

No special reports.

OLD BUSINESS

No items were listed under old business.

NEW BUSINESS

Ohio Municipal League Conference Report. Alexander reported that this seminar focused on finance management. She learned that the Village’s Investment Policy should be reviewed every two to three years and that Sinking Funds were no longer allowed. The Village Charter has language regarding Sinking Fund. Alexander added that the participants were mainly elected officials and that the next seminar would be in June in Portsmouth, Ohio. Alexander brought back documents that would be forwarded to the Treasurer.

Greene County Council on Aging Report. Alexander acknowledged the work of the Senior Citizens Center and Friends Care Center. She also thanked Andree Bognar and Dr. Mary Agna for their work and the Y.S. Foundation for the contribution of the wheelchair accessible van.

MANAGER’S REPORT

Hillard reported Rumpke would be providing the waste collection service to the Village. He would present a resolution regarding this at the next Council meeting.

Police Chief Bush had included a copy of a Citizen’s Response Form that would help evaluate the department’s customer service. Bush also included a copy of his proposed application for a Parade and Assembly Permit.

Hillard also reported that he had been notified that the Northern Gateway Project had been approved for funding in the amount of $273,000 and that the project date would be 2008. Arnett will send a letter to Senator DeWine thanking him for his assistance in securing the funding.

The preparations are underway for the opening of the Gaunt Park Pool. Hillard stated that there were some ideas being discussed that could generate more funds and more pool use. Some of the ideas were a Friday Pool Movie Night, an increase in the cost for pool rental and an evening lap swim. The pool will open June 5 th and not on the traditional Memorial Day weekend. Hillard explained that this would allow for additional training for the pool staff.

Pitstick expressed concern that movies shown at the pool do not compete with the Little Art movie theatre. Hillard explained that the movies being considered would be older dated movies so they would not be in competition with the movie theatre.

He also suggested that Miami Township residents should not be included in the out-of-town rate. These residents would pay the same as Village residents. Hillard would prepare the legislation for Council’s next meeting.

Ed Amrhein was introduced as the Village’s Planning Assistant/Code Enforcement Officer. He will also work on special projects for the Village. Although he will be working fifteen to twenty hours a week, Amrhein will schedule evening hours. Amrhein stated that sometimes it is more convenient for residents to meet outside of the traditional workday hours.

STANDING REPORTS

Arnett Village Mediation Program

Arnett Community Council

Hardman Environmental Commission

Hardman Human Relations Commission

Alexander Library Commission. The Commission has met with the Design Advisory Commission to discuss building projects.

Alexander Cable Advisory Panel (On file)

Alexander Reg. Planning & Coord. Comm. Greene Cty. (On file) The Miami Township Wellhead Protection Plan was approved. Stephen Anderson was elected as the new Executive Director.

Pitstick Planning/Bike Comm./N. Gateway Commission (On file)

Swinger Miami Valley Regional Planning Commission (On file)

Hillard reported that he had attended the Community Development Block Grant meeting and he has determined that the Village would have limited success in applying for an economic development grant because of a change in eligibility.

AGENDA PLANNING The next meeting of the Council of the Village of Yellow Springs will be held at 7:00 p.m. on Monday, June 7, 2004 in Council Chambers, John Bryan Community Center, 100 Dayton Street.

Items for discussion at the June 7th meeting are:

2nd Reading and public hearing of ordinance #2004-19 Limestone St.-James McKee Way-Honorary Designation

2nd Reading and public hearing of ordinance #2004-20 Amending 1242.05(f)(6) Planning Commission

2nd Reading and public hearing of ordinance #2004-21 Amending 1242.0t(a)(2) Board of Zoning Appeals

2nd Reading and public hearing of ordinance #2004-22 Approving Warner Cable Franchise Agreement

1st Reading of as ordinance Adjusting Solid Waste Rate

1st Reading of an ordinance Amending Pool Rates

Resolution Awarding Bid-Solid Waste Contract

Resolution Selling Real Estate-Sharp

Policy re: Utility Bills and Deposits

Presentation by the Greene County Health District- The State of the

Health of Greene County w/Mark McConnell

FUTURE AGENDA ITEMS

Resolution Awarding Bid-Surplus Property (Vehicles)

Resolution Awarding Bid-Public Works Facility (June 21st)

Logical Solutions-Tower Agreement (June 21st)

1st Reading Amending the Village’s Ordinances (June 21st)

Approval of the Tax Budget (June 21st)

Goal Review: Council (June 21st)

Appointment to Planning Commission (1)

Appointment to Environmental Commission (1)

Goal Review of the Manager, Clerk (July)

Report from Village Treasurer (July 19th)

Records Retention Policy (July 19th)

2nd Quarterly Financials (July 19th)

Resolution Awarding Bid-Electrical System Improvement (July)

Zoning/Code Enforcement Quarterly Report (July 19th)

Annexation Policy Review

Resolution Awarding Bid-Street Projects (August)

Resolution Awarding Bid-Baseball Diamond (August)

EXECUTIVE SESSION

There was no Executive Session scheduled for this meeting.

ADJOURNMENT

Having no further business, Pitstick MOVED and Hardman SECONDED a MOTION to ADJOURN. The MOTION PASSED UNANIMOUSLY at 8:25 p.m.

___________________________

Tony Arnett, President

___________________________

Deborah Benning, Clerk

A full and complete set of these minutes is available for review electronically by audio or videotape. These tapes are kept permanently and can be requested by referencing the date of the Council meeting.