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Council of the Village of Yellow SpringsIN COUNCIL CHAMBERS August 15, 2005 CALL TO ORDER ROLL CALL ANNOUNCEMENTS REVIEW OF THE MINUTES. REVIEW OF AGENDA PETITIONS/COMMUNICATIONS The Clerk will receive and file: PUBLIC HEARINGS/LEGISLATION 1st Reading & Public Hearing of Emergency Ordinance #2005-19 Fall Supplemental Appropriations. Alexander MOVED and Hardman SECONDED a MOTION for APPROVAL. Hillard provided a thorough explanation of the amended funds in his Manager’s Report. He also supplied additional budgetary sheets as supplemental documents. Hillard reviewed the highlights of the ordinance. Hillard explained that some of the revenues are not coming in as strongly as they have in the past. The new total of all appropriations is $11,026,578. Arnett opened the public hearing. Hearing no comments Arnett closed the public hearing. The roll was called The MOTION PASSED UNANIMOUSLY. Resolution #2005-34 Village Solicitor’s Employment Agreement Alexander MOVED and Hardman SECONDED a MOTION for APPROVAL. Arnett spoke of the great value the Village has in John Chambers and the access to other members of his firm when the need arises. Hillard supported Arnett’s comments, adding how much he appreciated Chambers and the work of other members of the Coolidge, Wall, Womsley and Lombard Law Firm. Chambers has asked for an increase of $5 per hour. Rickenbach asked if it would be appropriate for him to recuse himself from the discussion and vote because he has dealings with Chambers through his work with Community Resources. Council agreed that under these circumstances, it was not necessary for Rickenbach to recuse himself. The MOTION PASSED UNANIMOUSLY by voice vote. Resolution #2005-35 Interim Village Manager Employment Agreement Rickenbach MOVED and Alexander SECONDED a MOTION for APPROVAL. Hillard explained that this was a standard contract for the Village Manager position. Village Planner Phil Hawkey will be the Interim Village Manager until a permanent person is named. The agreement states Hawkey’s salary as $72,000 annually, addresses the compensation Hawkey would receive from his last time as Interim Village Manager and includes the increase in his PERS. The MOTION PASSED UNANIMOUSLY by voice vote. Resolution #2005-36 Awarding Engineering Bid/Northern Gateway Hardman MOVED and Swinger SECONDED a MOTION for APPROVAL. The bid would go to Eggeman Engineering & Consulting for the preliminary engineering and final design of the Northern Gateway Project. The firm scored the highest on qualifications-based selection criteria established by the Village. Hillard explained that the project went through the bid process. The cost would be $55,463 over a three-year period. Hillard further explained that there was an additional $25,000 cost for an environmental study, which the staff worked hard to get approval from ODOT for this additional cost. Hawkey explained that in order to bring the initial cost down, there would be a wooden bridge with steel cables. Minutes from the Northern Gateway-Bike Enhancement Committee gives more details on the project. Ed Amrhein explained that the method of pressure treatment of the wood before installation would give the bridge a 60-year lifespan. The MOTION PASSED UNANIMOUSLY by voice vote. Resolution #2005-37 Awarding Construction Inspection Services-Birch III Subdivision. Rickenbach MOVED and Hardman SECONDED a MOTION for APPROVAL. The inspection and construction administration services related to the construction of public improvements were awarded to LJB Inc. Rickenbach and Hardman agreed to the following friendly amendments. In the second WHEREAS, the word prior should replace the word proprietary and the title Birch III Subdivision, Section One should be spelled out in full. In Section 2, the words not to exceed should replace the word approximately. Arnett explained that the estimated cost of $29,930 would be reimbursed to the Village by the developer. The MOTION PASSED UNANIMOUSLY by voice vote. CITIZENS CONCERNS SPECIAL REPORTS OLD BUSINESS Appointments to the Utility Dispute Resolution Board Rickenbach MOVED and Alexander SECONDED a MOTION to APPOINT Becky Campbell and Naomi McKee to the Dispute Resolution Utility Board. The MOTION PASSED UNANIMOUSLY by voice vote. Manager Selection Process-Search Committee Alexander stated that the Committee was completing the advertisement that would be placed in the various professional organizations and newspapers. She further reported that there would be open forums for public input at a brown bag lunch and a general forum scheduled for 11:30 am and 7:00 pm on August 24 th in meeting rooms A and B at the Bryan Center. The purpose of the forums would be to further develop The Ideal Candidate for the Village Manager document. Input from the public forums would be included in a final draft by the Search Committee, which would then be forwarded to Council for further review. Tecumseh Land Trust re: Glass Farm Krista Magaw, Executive Director of the TLT had sent a letter to Council stating that they had determined that it was inappropriate for the organization to develop and hold a permanent conservation easement on the an eastern portion of the Glass Farm. The TLT also had cancelled its planned walk with Council of that section of the Glass Farm. Some Council members stated that they were disappointed at TLT’s decision. Arnett explained that the Soil and Water Conservation District might hold the easement for the Village. NEW BUSINESS Quarterly Financials Hillard stated that he felt that the Village had a better relationship with the County and State Auditor’s Offices since the hiring of our Finance Director, Sharon Potter. Hillard further stated that he would be working with Potter and the Village Solicitor regarding the Village’s procurement processes. Potter added that she would be making a presentation regarding new software to the Council at a future meeting. Economic Revolving Loan Fund Report Hillard reported that the Finance Director was working the Village’s legal representatives regarding collections. He added that the Gypsy Café and Euphorbia Landscaping Maintenance had fallen behind. Steven V. Deal re: Resignation from Planning Commission Council with regret accepted the resignation of Steve Deal from Planning Commission commencing in October. Council directed the Clerk to advertise the upcoming vacancy. MANAGER’S REPORT Design Advisory-Parks Committee Hillard reported that the Design Advisory Commission would be reviewing the Park Plan and had been discussing Gaunt Park and Ellis Park. Hillard stated that a parks committee could be helpful in further oversight of the Village’s parks as well as be an asset for Harold Hamilton who oversees the parks. Council agreed to discuss this topic at their September 6 th meeting. AMP-Ohio re: Seven Hats Award Application Any utility superintendent or manager of an AMP-Ohio member utility that serves 2,500 meters of less is eligible for this award. Hillard stated that he had no nomination for the award at this time. Millworks Development Corp. re: Planning Improvements Hillard had received a letter from Millworks stating that they are planning improvement to their loading docks. The loading docks are adjacent to the Village owned right of way, which is currently used for the bike path. Millworks is asking for clarification of their rights relative to the r-o-w. Hillard suggested that further investigation of this situation is warranted. Manager’s Report Update Hillard reported that Springfield Overhead Door would be awarded the bid for the concrete and railing work at the entrance of the YS. The work is scheduled to start in September with a preconstruction meeting on September 8 th. The street resurfacing project is currently out to bid. Hillard anticipates the legislation should be ready for the September 19 th Council meeting. The fuel purchasing agreement will be ready by the same date Since this would be Hillard’s last regular Council meeting, he spent a few moments reflecting on his time living in the Yellow Springs and working for the Village. Council members offered words of appreciation for Hillard and the work he has done during his tenure as Village Manager. AGENDA PLANNING FUTURE AGENDA ITEMS EXECUTIVE SESSION Swinger MOVED and Alexander SECONDED a MOTION to return to the General Session. The MOTION PASSED UNANIMOUSLY. ADJOURNMENT
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