Council of the Village of Yellow Springs

IN COUNCIL CHAMBERS March 21, 2005

CALL TO ORDER
President Tony Arnett called the meeting to order at 7:04 p.m.

ROLL CALL
Tony Arnett, Denise Swinger, Mary Alexander, Jocelyn Hardman, and George Pitstick. The Acting Village Manager Phil Hawkey was also present.

ANNOUNCEMENTS
Clerk of Council: Planning Commission will now hold its meetings in Council Chambers on the second Monday of each month beginning April 11th.

Alexander: Regional Planning and Coordinating Commission of Greene County will not meet on Tuesday.

Hardman: The Men’s Group, Community Resources and the Y.S. Chamber will host the second annual Community Forum at Wright State University, Saturday, March 26th, 8a.m. to 5 p.m.

Hardman: Reminder of the “Smart Growth Weekend” April 1st through the 3rd.

SPECIAL PRESENTATION
In honoring George Pitstick for his length of service and dedication to the Village, Council President Arnett presented Pitstick with a watch symbolizing his “retirement”.

REVIEW OF THE MINUTES
Review of the minutes from March 7, 2005 regular meeting. Pitstick MOVED and Swinger SECONDED a MOTION for APPROVAL as amended. The MOTION PASSED UNANIMOUSLY.

REVIEW OF AGENDA
Add: Process/Schedule re: Council Vacancy

PETITIONS/COMMUNICATIONS
The Clerk will receive and file:
AMP OH Newsletter(s)
Alliance Municipal Insurance re: Risk Control Dept.
Ohio Dept. of Commerce re: Liquor Control (Police Dept.)
Y.S. Tree Committee Newsletter
Greene County Convention & Visitor’s Bureau’s Annual Report
Design Advisory Commission Minutes
Jeff Singleton re: Council Vacancy
Connie Gahagan re: Council Vacancy
Jack Layh re: Council Vacancy
Bruce Rickenbach re: Council Vacancy
Aimee Lunde Maruyama re: Council Vacancy
Louis Schwab, M.D. re: Council Vacancy
Resignation letter from Council Member George Pitstick

PUBLIC HEARINGS/LEGISLATION

2nd Reading & Public Hearing #2005-04 Amending Section 206.01 Service Contracts-Competitive Bids. Pitstick MOVED and Hardman SECONDED a MOTION for APPROVAL. Arnett explained that if the cost for contract services is $15,000 or more the services would go through a formal bidding procedure. Pitstick suggested and Council agreed to a “once every three years review” clause. The friendly amendment to Section 3, (2) ending with if such services were competitively bid in the last three years.

Arnett opened the public hearing. Having no comments, the public hearing was closed. The MOTION PASSED UNANIMOUSLY.

Resolution #2005-16 Amending Imprest Cash Fund. Alexander MOVED and Swinger SECONDED a MOTION for APPROVAL. This allows the Finance Director to transfer $100 from the General Fund making the Imprest Fund $400. The MOTION PASSED UNANIMOUSLY.

Resolution #2005-17 Awarding Bid-Mowing Contract-Clean Cuts. Pitstick MOVED and Swinger SECONDED a MOTION for APPROVAL. The resolution awards the Village mowing contract to Clean Cuts Lawn and Landscaping at $810 per mow. The MOTION PASSED UNANIMOUSLY.

CITIZENS CONCERNS
There were no comments from the audience.

SPECIAL REPORTS

Annual Report – Human Relations Commission. Council representative to HRC, Jocelyn Hardman began the presentation. She reviewed their mission statement, the 2004 activities, their 2005 Goals and other related activities. Hardman also reported that the Village Mediation Program would share their phone number for calls relating to HRC. (See report).

HRC member Joan Chappelle stated that there was still a vacancy on the Commission. She added that accessibility day awareness would be scheduled for April 16 th.

Annual Report – Village Mediation Program. Program Coordinator Tucker Malishenko began the presentation. He explained that the Program took some time to reestablish itself in the community and reevaluate how the Program could be more responsive to the community. (See report).

VMP member Len Kramer added that VMP would be training volunteers to be case managers, expand services including developing a relationship within the courts and learning how to be more effective in community issues.

Hawkey stated and Council agreed that the VMP was an invaluable service to staff and the community

OLD BUSINESS

Council Vacancy Process. Council agreed to hold the interviews for the pending Council vacancy on Thursday, March 24 th from 6 p.m. to 7:30 p.m. and on Wednesday, March 30 th from 7 p.m. to 9 p.m. The interviews would be held in Council Chambers. The Clerk would scheduled the applicants and notify Council members.

NEW BUSINESS

Appointing the Clerk of Council as the Clerk of Planning Commission. Supporting a recommendation by the Village Solicitor, Swinger MOVED and Pitstick SECONDED a MOTION to APPOINT the Clerk of Council as the Clerk of Planning Commission rather than the Commission’s Recorder. The MOTION PASSED UNANIMOUSLY.

MANAGER’S REPORT

Hawkey submitted a written report that highlighted tonight’s meeting items and items to be considered under Agenda Planning and Future Agenda Planning. (See report).

Clean Ohio Revitalization Fund: Hawkey attended the training session. In his report, Hawkey stated that the information from the training will help the Village to set up a process in which to evaluate potential projects against the rating system used to determine funding.

STANDING REPORTS
Arnett Village Mediation Program
Arnett Community Council
Hardman Environmental Commission (On file)
Hardman Human Relations Commission
Alexander Library Commission
Alexander Cable Advisory Panel
Alexander Reg. Planning & Coord. Comm. Greene Cty.
Pitstick Planning/Bike Comm./N. Gateway Commission (On file)
Swinger Miami Valley Regional Planning Commission (On file) Swinger attended the 2005 Dialogue hosted by MVRPC. She reported that there were approximately 300 attendees. The MVRPC was reviewing how they could coordinate services as a region. Swinger added that Evan Scott from the Dayton Development Association would be available to make a presentation to Council.

AGENDA PLANNING The next meeting of the Council of the Village of Yellow Springs will be held at 7:00 p.m. on Monday, April 4, 2005 in Council Chambers, John Bryan Community Center, 100 Dayton Street.

Items for discussion at the April 4th meeting are:
Swearing In/Appointment of new Councilmember
Council Rep. to Planning Commission
1st Quarter Supplemental Appropriations
Awarding Bid-Bucket Truck
Follow-up on Surveys
Volunteer Recognition
Dayton St.-Northern Gateway Project

FUTURE AGENDA ITEMS
Permissive Tax/Street Paving Project
Awarding of Bid-East Enon Rd. Electric Project (5/16
1st Reading of ordinance re: Customer Disconnection Process & Utility Dispute Resolution Board
Resolutionre: Stutzman Landscaping Lease (5/16)
Council 2005 Goals-Update
Planning/Zoning Code 1st Quarter Report (4/18)
Education Village Inc-Annexation Request (4/18)
Economic Revolving Loan Fund Update (4/18)
Liquor License Holders (4/18)
Village Treasurer’s Quarterly Report (4/18)
Evan Scott-Dayton Development Association
Awarding Bid-Utility Van
Retention Basin Update (4/18)
Parking Subcommittee Report
Pole Contract Agreements
Conservation Easement for Well Fields (5/16)
Annexation Policy Review
Disposition of Cabooses

EXECUTIVE SESSION
There was no Executive Session scheduled.

ADJOURNMENT
Having no further business, Pitstick MOVED and Hardman SECONDED a MOTION to ADJOURN. The MOTION PASSED UNANIMOUSLY at 8:15 p.m.

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